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KPME 1.2.1 FAQs

  • Demonstrate how administrative security is set up and managed (edited/removed) in KPME, including:
    1. Setting up roles and restricting edits by employee, supervisors/approvers, etc.?
      • Roles available in KPME: approver, reviewer, delegate, dept admin, location admin, system admin, view only at each level
        All results/abilities are restricted based on the capabilities of each role. See a description of each role and a grid demonstrating what action each role can take here: Role Security Grid
    2. Restricting punches to on-campus, non-residence halls, non-mobile devices, etc.?
      • The system has the ability to set “Clock Location Rules”. These allow you to define an IP address (or wildcarded array) as an approved location. Any clocks from an “unapproved location” will be flagged on the time detail and approver tab. Could easily customize warning to hard stop.
    3. Locking pay periods?
      • Once a timesheet is Final only system administrators can make changes to these records.
  • Demonstrate how different work rules can be used in KPME, particularly:
    1. Rounding rules?
      • KPME’s grace period rule rounds equally on both sides. Ex: 6 minute grace period- 3 min on each side of the 1/10 of an hour
    2. Various overtime rules?
      • KPME supports daily overtime and weekly overtime.  You can have multiple daily overtime rules defined by pay type, dept and work area.  There is only one weekly overtime rule, but it can have multiple steps. Ex: At IU, all overtime to hourly jobs if you also have an appointed FLSA eligible position.  FLSA week can be different than the pay period. You can define multiple FLSA periods per institution.  
    3. Work rules by employee groups. We have numerous groups of employees that use timekeeping. The rules for overtime calculations differ, as do holidays, rounding rules etc. Does Kuali allow us to establish different rules (such as noted in the previous sentence) based upon an employee group?
      • Rules are very flexible for applying to different populations. Limited by salary types, dept, work area, and some even go down to the individual employee-job combo.
    4. Different Holiday schedules?
      • You can establish multiple holiday calendars and then you assign the calendar ID to the employee in the principal HR attributes. In an implementation you would be populating the fields on this table based on their HR attributes.
    5. Transfer of overtime to comp time?
      • You define the default earn code to assign overtime to. You can then create additional earn codes and flag them as overtime earn codes. You can then enable the ability to change the assigned OT earn code at the employee or approver level. They will then be presented with a drop down on their time detail to switch the code. You could create the comp time earn code, set up with the 1.5 inflate factor to reflect the higher amount of comp time. When the employee switches the code it will inflate the hours automatically.  Overtime earnings are calculated by the timesheet. Employee never “adds” overtime to their timesheet. They just record regular time and it converts per the rules.
  • Demonstrate the various types of time card actions allowed in KPME, particularly:
    1. All methods employees can use to enter punches?
      • Establish entry method per dept/pay type. Default is clock entry. You can establish the entry method down to the work area.  
      • Clock Entry- Regular time recorded via clock in/out by employee
      • Manual Entry- Regular time recorded via timeblock addition by employee at any point in pay period
    2. Ability for employees to view their current timecard?
      • All employees have the Time Detail tab where they can view their current and prior timesheets at any point. Timesheet is “saved” in the employees workflow action list and available at all times.
    3. Supervisor able to edit/delete timecard punches?
      • Via KPME Approver tab supervisors have up to the second data regarding their employees. Can track overtime, look for missed punches and make corrections at any point in the pay period.
    4. Allow for multiple punches per employee per day?
      • There is no limit on this.
    5. Ability to transfer time. Some of our employees hold multiple jobs. Can they transfer time from Job A to Job B if the punches are associated with Job A if they should be associated with Job B?
      • For clock entry employees we allow them to change the assignment after it is recorded. Also support hours distribution. Supervisors can make changes to the timeblocks also.
  • Please demonstrate KPME’s reporting and auditing capabilities. Does Kuali provide the following:
    1. Report of missed punches?
      • Missed punch is relative with a 24 hr working institution. KPME highlights employees as red in the approver tab when they have an open punch for more than 12 hrs. Could easily report out of the clock log looking for clock ins (CIs) open a particular amount of time.
    2. Audit trail of who changed a punch and when?
      • Complete history is captured for all transactions, including timestamp of change and ID of person making change.
    3. Report of who hasn’t signed off on timecards?
      • Can easily search/report off the status of timesheets. Once the employee/batch job submits the timesheets they are enroute.
    4. What types of reporting formats are used?
      • Reporting within the application is limited to the application data- clock log, timeblock and timeblock history. It is assumed each institution will define the data to a data warehouse and create their own specific reports.
  • Demonstrate the scheduling functionality within KPME?
    • KPME currently does not have a scheduling module.
  • Miscellaneous questions to be answered
    1. Does KPME have an interface to Banner?
      • The data is staged within KPME for ease of extraction, but we currently do not have an extract process delivered. Since all instituions are unique, this will be an implementation specific process. IU will be writing an extract to PeopleSoft.
    2. Can KPME run on both Macs and PCs?
      • Yes, developed and tested in multiple browsers, including IE, Firefox, Chrome, Safari
    3. What time devices can be used with KPME? (web, time clock, VOIP)
      • As a web application it can be used on any web enabled device. IU will be writing a lite version to be used on “kiosks” which will just be locked down computers. Vivantech has created a smart phone app which allows you to clock in/out in a mobile interface. At IU we will be using iPads as kiosks and alternatives when wired internet not feasible (ex: stadium parking)
    4. What communication methods are built into the application?
      • Currently the only communication directed via email to the employee is when their timesheet is corrected by another user. All the notifcations regarding the approval process is handled through action list/workflow notices.  IU will be developing some batch notifications for employees during our implementation and will donate back.(ex: end of pay period reminder).  The person info tab has an employee’s supervisor and dept admin email list, and will launch an email for the employee to that individual.
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