Good morning Everyone and welcome to today's presentation on Dominion System’s Time Off software. My name is Claire Manz and I’m your product strategist here at Dominion. For those of you who don't know me, I hope I can meet you soon. Today I'd like to walk you guys through a couple of the different sections of our Time Off platform. We have an employee side that I'd like to start with so we can get a feel for what the employee can do, how they can request their own time off, how they can manage their own time from that portal through our Employee Self Service section of our system, but then also how either an administrator or a supervisor has access to manage their employees time and approve that time and manage the employee time from the supervisor or administration side. It's very simple to use and I'm very excited for those of you who don't have this piece to be able to utilize it.
Dominion Systems Employee Self Service
I'm going to share my screen here and we're going to get into the live software. I’m on the main page of the software system. I am going to first log in as Julie Andrews. She is my employee for the day. We're going to sign in as Julie and when I come to the main screen, the first thing that I see are my Shortcuts. As we all know, employees always seem to struggle with being told what to do sometimes, so if we can make what they need right up front for them, that's the best way to get them to manage their time through an electronic process. I don't know if many of you are using a more paper process or maybe an email or outlook calendar process right now, but having the employee access and request time through our portal gives them a chance to become familiar with Employee Self Service. The more we redirect them to Employee Self Service and the site, the more familiar they are with their username and password so they won't forget those quite as often. They'll know where to grab their pay stub. They'll know where to get additional resources. They’ll be able to slowly change that behavior and become a little bit more self-sufficient or at least as much as we can make them.
Time Off Shortcut
When we get into the system, we do have our shortcut for Time Off. The Time Off button takes us to the Time & Attendance portal. For my demo company, for this employee in particular, I only have one policy. I have a vacation policy that's assigned to me. You might have different policies. You might just have straight PTO. You might have a sick bucket. You might have a PTO bucket for personal days or a birthday. All of your different accrual policies can be viewable by the employee to request out of. It doesn't necessarily mean that all or none have to be viewable per policy. We can make it available to the employee to request. It can be that maybe we have an FMLA bucket that we use to track FMLA hours with but we don't want employees requesting from that balance unless necessary. We don't want them to see that and get confused and think, “well hey, I got all this time off”. This is a better way that we can, per policy, allow an employee to be able to view the policy through the Time Off section. When I get into the Time Off section, I do have access right up front and center: hours available. This is a very good snapshot of what I have available based on any taken or future requested dates. The employees that call in or that knock on your door and say, “Hey, thinking about taking a long weekend, you know, can I take Friday off?” Well, we can redirect them here. We can log in. We can see what they have previously taken and what the balance has been reduced to by future dates. For Julie Andrews, she has taken Christmas Eve off, so she has that request in there. This request is still pending. Her supervisor or administrator has not approved that time. However, she still has that balance reduced by those eight hours that she's taken. Even if she hasn't actually taken those days yet, she hasn't been paid for those days, she still has that reflected on her available balance. This is slightly different than the balance that is maybe a payable balance, a paid-to-date balance. That might be something you'd rather on their pay stub, which can be viewable on their pay stub. This is where the employee would be able to go and see how many hours they have available as well as see all the activity within that policy.
Submitting a Time Off Request
Submitting a new request is very easy. The employee simply clicks New Request, hits the Request From and the Request Until. You can use the little calendars to dictate which days you want off. I'm going to go ahead and request the fifth off because the fourth is my birthday, so we're going to go ahead and take the next day off.
Submit partial days off. For those of you who allow increments of a day to be taken, we can allow the employee to enter in that partial time. We have the ability to request down to an hour or quarter-hour. Probably not the best practice, but you get to set those policy settings throughout when you implement the Time Off portal. You get to dictate whether they can take increments of two hours, four hours, or maybe they have to take the whole day. It's totally up to you, but this allows you to dictate that. If they do take the partial day, they can dictate which times they're actually taking throughout the day.
Notes To Approver is a very good way to communicate back and forth with my supervisor. Julie says, “Hey, I gotta take this day off. I've got a kid thing. I have to go pick a kid up from school or there's a rehearsal or maybe there's a doctor's appointment that I have to go to.” This is a very good way for your team to just communicate back and forth and make sure that we're prioritizing certain events for employees. If maybe you are on a first-come-first-serve or seniority basis on who you allow to take the day off, this communication tool can help allow your supervisors to manage employee leave times with these communication pieces.
Once I hit request, this will email my supervisor and say, “Julie Andrews has a day off, or has requested a day off. Please approve or decline”. That supervisor will then access the portal and approve or decline that day. Once that supervisor approves or declines that day, myself, as Julie Andrews, I can go into the system and get that notification and I can see that appear here. See that status change. At any time as Julie Andrews, let's say I decided the 24th I no longer need that day off or maybe I need a couple more days off. I can go in and as long as this is still in a pending status, I can update this record. I can say, “You know what, actually I think I'm just going to take a half day that day instead of the full eight hours or I'm going to delete it entirely”. This allows the employee to still manage those future day requests even as they're in that pending status.
If the employee is doing a quick audit and making sure that at the end of the year or maybe at their anniversary that they're getting the correct accrual, they do have the ability to download a couple of different reports. They have a Benefit History and a Request History so they can get an idea of everything that they've requested in the past and everything that they’ve been approved in the past as well. It comes up as a nice PDF for them. They can see all of their requests that have been made to the system, who approved that request, and when it was submitted. They can do a nice audit for themselves.
Time Card Authorization
Anytime that I request through the Time Off portal, it does appear on my schedule. If I request that June 5th off or a Monday, I can go to my time card and I can actually see that time card reflected here in my schedule as well. The Time Off portal, as well as our Time & Attendance portal, work seamlessly so that if you use both tools, all that time whether it's leave time or benefits, I guess we call it benefit time essentially, all of that time is recorded in the Time Card Authorization. If your supervisors are approving time in the Time Card Authorization, it's very easy for them to approve leave time from there as well because that status, that pending requests that I made, will appear in my time card. I will see that reflected on my time card and my supervisor can approve it right from there and they can approve the day as well. It works very easily for supervisors if you're using both systems.
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