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					Human Resource / Finance
  Information Systems




Web Time Entry

          Employee
  Training Manual & User‟s Guide




                                    October 23, 2006
                                   Revised August 2007
                                BANNER WEB TIME ENTRY SYSTEM
                                           TABLE OF CONTENTS

          Introduction to Web Time Entry (WTE)                     2

          Timeframes and Deadlines                                 2

               2008 Payroll Calendar                               3

          Logging-on                                               4

          Overtime Eligible Employee Time sheets                   6

               Student Employees Timesheets                        8

               Submitting Timesheets for Approval                  9

          Overtime Exempt and Faculty „Exception Time Reporting‟   9

               Submitting Exception Time Reports for Approval      11

          Other Functions and Definitions Associated with WTE      13

          Requesting Leave (all employees)                         14

          Printing Records                                         15

          Logging Off the System                                   16

          Answers to Frequently Asked Questions
                                           Web Time Entry          17
                                            Comp Time/Overtime     18
          Quick References
                    Web Time Entry                                 19
                    Leave Requests                                 20
                    Printing                                       20




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Introduction                                                                          Notes
Web Time Entry
Self Service Web Time Entry is a web-based time entry system designed to
improve accuracy and eliminate loss or delays in paper processing of physical
timesheets and leave requests. The Web Time Entry system allows you to log
into a secure website and enter the hours and leave online from any computer
with access to the Internet. Your time and/or leave is then approved online by
your supervisor and sent electronically to Payroll for processing.

     Overtime Eligible Employees
     Overtime eligible employees will input their hours worked and leave taken
     into this automated system. You will also use this system for submitting
     leave requests. Student employees will also report their hours using
     Web Time Keeping.

     Overtime Exempt Employees
     Overtime exempt employees will utilize this system for “Exception Time
     Reporting” where you will record any leave taken in eight hour increments or
     verify that no leave was taken during the pay period. You will also use this
     automated system for submitting leave requests.

     Faculty
     Faculty employees will only record 'exception time'. There are two ways in
     which exception time can be reported for faculty, Web Time Entry and
     Department Time Entry (covered in a separate training manual). Web Time
     Entry is where you will record any leave taken in eight hour increments or
     verify that no leave was taken during the pay period. You will also use this
     automated system for submitting leave requests. Please contact your Human
     Resources Director to inquire which way your campus will be submitting
     exception time for faculty.


Timeframes and Deadlines
In order to be paid each month, it is critical that you submit your timesheet
by the deadline. You are responsible for submitting your electronic timesheets
to your supervisor. Without a timesheet, the supervisor is unable to approve your
time and/or leave and without the supervisor‟s or their proxy‟s approval, you will
NOT be paid until the following pay period.

The pay period for all institutions within the South Dakota Board of Regents is the
22nd of the month through the 21st of the following month.

Timesheets must be submitted by 10 a.m. on the first business day after
the pay period ends. The SNAP portal will indicate when electronic
timesheets are due. It is important to watch these due dates as they WILL
fluctuate when holidays and weekends fall on the 22 nd of the month. The
payroll department will also send reminders each month when timesheets
will be due. Pay day is the last working day of each month.

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                                                                                       Notes
                                       TENTATIVE
                        2008 Payroll Calendar for Web Time Entry
     Hours must be submitted through Web Time Entry by 10:00 a.m. one
               business day after the end of the pay period.

      Approvers have until 5:00 p.m. that same day to approve the hours.

                                                   Input deadline:
                                                   Employee – 10
      Pay                                                am
     Period        Start date          End date    Approver – 5 pm     Check date
                    Dec. 22,           Jan. 21,                       Last Working
         1           2007                2008       Jan. 22, 2008    Day of January
                    Jan. 22,           Feb. 21,                       Last Working
         2           2008                2008       Feb. 22, 2008    Day of February
                    Feb. 22,           Mar. 21,                       Last Working
         3           2008                2008       Mar. 24, 2008     Day of March
                    Mar. 22,            Apr. 21,                      Last Working
         4           2008                2008       Apr. 22 2008       Day of April
                    Apr. 22,            May 21,                       Last Working
         5           2008                2008       May. 22, 2008      Day of May
                    May 22,            Jun. 21,                       Last Working
         6           2008                2007       Jun. 23, 2008      Day of June
                    Jun. 22,            Jul. 21,                      Last Working
         7           2008                2008       Jul. 22, 2008      Day of July
                    Jul. 22,           Aug. 21,                       Last Working
         8           2008                2008       Aug. 22, 2008     Day of August
                    Aug. 22,           Sep. 21,                       Last Working
         9           2008                2008       Sep. 22, 2008      Day of Sept
                    Sep. 22,            Oct. 21,                      Last Working
        10           2008                2008       Oct. 22, 2008    Day of October
                    Oct. 22,           Nov. 21,                       Last Working
        11           2008                2008       Nov. 21, 2008      Day of Nov
                    Nov. 22,           Dec. 21,                       Last Working
        12           2008                2008       Dec. 22 2008       Day of Dec
    Note: Employees may begin inputting time online the first day of the pay
    period.




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Logging On                                                                          Notes
You will access the Web Time Entry System through the SNAP employee portal
which is accessible from any computer with access to the Internet. You will be
issued a User Name and Password to log on to the portal and your access and
authorizations within the Web Time Entry system will be driven by this sign-on.
Because of the sensitive nature of payroll information, you should not share your
ID or password with anyone. It is also important to log off of the system when
you have finished.

1. Using the internet, access the employee portal using one of the following
   web links:

     a. When in training access the portal at http://testportal.sdbor.edu
     b. To access the “live” portal following training use http://snap.sdbor.edu

2. Enter your employee portal user name and password
3. Click on the employee tab               3
                                     2




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                                                                                      Notes




4. On the employee page, in the Time Reporting channel, click on the pay
   period link located under your title to access the timesheet for the pay period
   listed. If you have multiple positions, they will be listed separately and you
   will need to record your hours and/or leave separately for each position.

Verify that all your active positions are listed here; if they are not, notify your
supervisor and/or human resources. You may not be able to see all your
positions within the time reporting channel. To see all your positions, click on
one of your positions, then scroll down and click on Position Selection. You will
then be able to see all your open positions. Click on the one on which you need
to enter time.

The Leave Request More link will allow you to access future pay cycles.


                    Hours should not be entered before they are worked, nor
                      is it advised to wait until the end of the monthly pay
                      cycle to record your hours. It is recommended you
                         enter your hours on at least on a weekly basis.


Please proceed to the section specific to your employee classification for
further direction on how you will utilize the Web Time Entry system to
ensure your payroll is processed each month.

              Overtime Eligible Employees turn to page 6
              Student Employees turn to page 8
              Overtime Exempt and Faculty Employees turn to page 9




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Overtime Eligible and Student Employee Time Sheets                                  Notes
Overtime Eligible Employees
1. To enter time, click on the Enter Hours link under the day you worked and on
   the row for the earnings type (hours worked, leave, holiday, etc.) for which
   you are reporting hours.
       The following definitions apply:
        Hours Worked - Employee‟s hourly pay
        Holiday Pay – Regular pay for legal holidays
        Comp Time Taken (CTT)/OT Paid Out (OTP)– A combination of
          dollars and time for compensating for hours physically worked in
          excess of 40 hours within a work week. (Only Supervisors,
          SuperUsers, and HR will enter the total hrs worked, by the employee,
          in the OT Paid Out row.)
        Annual Leave Taken – Vacation leave or a supplemental leave for
          other absences
        Sick Leave Taken – Leave granted for personal illness, pregnancy
          and related disabilities, medical appointments, counseling and/or
          treatment for alcohol, drug, psychiatric or counseling care
        Personal Leave Taken – Leave granted for personal emergency
          reasons: death in the immediate family, temporary care of immediate
          family, birth or adoption of a child, volunteer police or rescue work,
          call to state active duty
        Administrative Leave Paid – Leave granted that allows an employee
          to receive compensation for the hours the employee would normally
          have been scheduled to work with no loss of leave
        Educational Leave (3hrs/wk) – Three clock hours per week of class
          work, without being required to make up the time
        Military Leave Paid – Military training leave up to 15 days per calendar
          year
        Court and Jury Leave Paid – Leave taken for time spent testifying in
          court or serving on a jury
        Leave w/o Pay Excused – Approved absence from duty for which the
          employee is not paid
        Inconvenience Pay – Minimum of three hours paid regardless of the
          actual hours worked: Completed the normal shift and left the
          workplace, and is unexpectedly required to return to work prior to the
          beginning of the next scheduled shift and does not continue working
          into the scheduled shift
        Flexible Schedule – Alternative work schedules enable managers and
          supervisors to meet their program goals while at the same time,
          allowing employees to be more flexible in scheduling personal
          activities




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Insert the number of hours worked in the box that will appear.                       Notes
    Hours must be entered for each day working day or holiday within the pay
    cycle (repeat steps 1 and 2). Click on the Next or Previous buttons at the
    bottom of the screen to see additional dates within the pay cycle.
2. Click Save.
3. If you have not completed entering your hours for the entire pay period, click
   Logout on the upper right of the screen or return to the employee self service
   page on the SNAP portal by clicking on the link labeled Back to Employee
   Tab. You can return to enter additional hours at a later date.
4. DO NOT click Submit for Approval until you have finished entering all your
   hours for the entire pay period (22nd of the month to the 21st of the following
   month). If you mistakenly click Submit for Approval prior to entering all your
   hours for a specific pay period, you must contact your supervisor.




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Student Employees                                                                       Notes
     1. Student employees will record their hours by entering time-in and time-out
        for each day they work. Time should be entered in 15 minute increments
        (9:00, 9:15, 9:30, or 9:45, for example). If you work a split shift or take a
        lunch break, you will enter each work period or shift separately.

     2. When you have entered your hours, click Save and your total hours for
        the day will be automatically calculated. You must click save for your
        hours to be recorded.

     3. You can then select Next Day or go back to Time Sheet. Either option
        will prompt you to continue entering until all hours worked for the pay
        period have been recorded.

     4. If you have not completed entering your hours for the entire pay period,
        logout of the system. You can return to enter additional hours at a later
        date.

     5. DO NOT click Submit for Approval until you have finished entering all
        your hours for the entire pay period (22nd to the 21st of the next month). If
        you mistakenly click Submit for Approval prior to entering all your hours
        for a specific pay period, you must contact your supervisor.




                                           1
                                           1. Enter each period worked
                                           within the day separately




                      3



                                             2




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Submitting Your Time Sheet for Approval                                                    Notes
After you have entered hours for the entire pay period (22nd of the month through
the 21st of the next month) and you are ready to submit your time sheet to your
supervisor for approval:
     1. Click Submit for Approval.




     2. After you click Submit for Approval, the screen will indicate that your time
        sheet was submitted successfully. The bottom of the screen will display
        the date that the time sheet was submitted. It also indicates that the time
        sheet is waiting for approval by your supervisor. When your supervisor
        has approved the time, it will be noted in the Approved By box.


                      ATTENTION: It is your responsibility to submit
                      ATTENTION: It is your responsibility to submit
                      your timesheet by the submission deadline (10 a.m.
                      on the first business day following the end of a day
                      (typically at 10:00 a.m. on the first business pay
                      period).
                      following the end of a pay period).
                      The South Dakota Board of Regents has a monthly
                      The South Dakota Board of Regents has a monthly
                      pay period. Therefore, missing the deadline may
                      pay period. Therefore, missing the deadline may
                      delay your pay by one month.
                      delay your pay by one month.


If you wish, you may log in again before the payroll approval deadline to verify
that your supervisor (or their proxy) has approved your time sheet.
Turn to page 13 for additional information on the web time entry system.

Overtime Exempt and Faculty Employees
As overtime exempt or faculty employees you will not record the hours worked,
however in order for your payroll to be processed each month, you will need to
report if any leave was taken or not – this is referred to as exception time
reporting.
Because you are overtime exempt, you are not required to report leave if it is less
than 8 hours on any given day. However, when you do report leave, if you have
multiple roles specifically outlined in a contract, you will need to split the reporting
of leave by the same percentage as your roles are allocated in your contract. So,
for example, if you take 8 hours of leave and you have two roles each comprising
50% of your time, you will report 4 hours of leave for one position and use the
second link to report the remaining 4 hours of leave under the other position.
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                                                                                                            Notes
Overtime Exempt and Faculty Employees cont.

As previously outlined, you will access the web time entry system from the SNAP
employee portal Employee tab, using the link to the current pay period found
in the Time Entry channel. Please note, if you have multiple roles they will be
listed separately, each with their own link.




From this link the Time and Leave Reporting screen will appear.




                                                                                                   1

                                           Your title and dept. here




                                                                                                       2




                                                                       Your title and dept. here




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                                                                                         Notes
Overtime Exempt and Faculty Employees cont.
     1. To begin, click an Enter Hours link under the date and the type of leave
        you need to report. If no leave was taken, skip steps 1 & 2.
        To see additional dates within the pay period, click the Next or Previous
        button at the bottom of the screen.




     2. Enter the number of leave hours in the box that appears and click
        save. Do not enter zero hours. If no leave was taken leave this field
        blank.
     3. Click the Save button.
     4. If you do not want to submit the exception time report for approval at this
        time, click either the Back to Employee Tab or the Logout link found
        near the top of the screen. This will leave the record in an “in progress”
        status and allow you to record additional leave during the pay period.


Submitting Your Exception Time Report for Approval
In order for your payroll to be processed each month you must submit a time sheet
within established deadlines (see page 3), even if no leave was taken.
If you have entered your leave hours (or are reporting no leave was taken during the
pay period) and are ready to submit your monthly „exception time report‟ for approval,
click the Submit for Approval button at the bottom of the screen. Once the record
has been submitted, no changes or updates can be made without contacting your
approver.




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Your screen will indicate the exception time report was successfully submitted and
the status for the record will change to Pending when you exit the time entry page
and place the data in the approval process.



                                                           Top of screen




                                                                           Bottom of screen




                      ATTENTION: It is your responsibility to submit
                      your exception time report by the submission
                      deadline (10 a.m. on the first business day following the
                      end of a pay period).

                      The South Dakota Board of Regents has a monthly
                      pay period. Therefore, missing the deadline may
                      delay your pay by one month.




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Other functions found on the Time Sheet screen                                        Notes
                                                                                     Notes
                                                                                     Notes
Copy: Use this function if you work the same number of hours on multiple days.

Account Distribution: For accounting only; will not affect your hours or pay.

Position Selection: Returns you to the Position Selection screen.

Comments: Comments to your supervisor/proxy may be added to your time
sheet by clicking here. Comments are required when submitting hours for retro
pay. Comments entered through Web Time Entry will only be seen by your
supervisor and/or proxy; comments are not visible by anyone in the Payroll
Department. If you need to communicate with the Human Resources
Department you should contact them directly.

Preview: Will display the entire pay period and will show the hours or leave
entered for each day. You may print it if you want a hard copy of what you have
entered (see page15).

Restart: If the timesheet has not been submitted for approval, this button will
clear out all hours previously entered and saved for the given pay period and
allow you to make corrections.

Previous / Next: Each pay period is a one month period but not all the days can
fit on the width of one screen. Click on Previous or Next to toggle back and forth
between each week.


  Timesheet Status Definitions:
      Not Started: The employee has not yet started to enter hours on
       the time sheet.
      In Progress: The time sheet has been started by the employee,
       but has not been submitted for approval.
      Pending: The time sheet has been completed by the employee
       and submitted for approval. The record is waiting for the approver
       (or proxy) to approve the time. The approver may send back for a
       correction and therefore, could be in the queue pending further
       action from the employee.
      Approved: The time sheet has been approved and has been
       electronically sent to the payroll department.




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Requesting Leave                                                                     Notes
On the SNAP portal Employee page, „Time Reporting‟ Channel Leave Request
section, click on the link for the pay period when you wish to request leave.

Click the „more‟ link if you want to access additional future pay periods.




If you are overtime eligible and have multiple roles you will request the leave
for whatever position will be affected based on your hours for each role. So, for
example, if you have one position that you work at four hours in the morning and
a second job for four hours in the afternoon, you will request leave for whichever
one(s) is impacted. If you were going to be gone a full day, impacting both jobs,
you would record your leave time using the separate leave link for each and
record the number of hours each job is affected.

If you are an overtime exempt or faculty employee you will only request leave
in 8 hour increments per day, however if you have a contract that allocates 60%
time to one role and 40% to another, you will use the separate leave links and
allocate your leave request as it corresponds to each role using the same
percentage of time each role is allocated in your contract.

1. Select the Enter Hours link under a date and type of leave (use the Next or
   Previous to navigate through the dates within the pay period) and enter your
   hours of requested leave
2. Submit your request for approval by clicking on the link provided.




                                               1




                                           2

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Printing Records                                                                   Notes
Timesheets will remain viewable online for one year. However, if you also want
to keep a printed copy for your records, you may make a screen print from the
Preview page, but you will need to reduce the text size in order to have the
timesheet print all on one page:

1. With the image you want to print showing on your screen, select Edit from
   the menu bar at the top of the screen, click on Select All from the drop down
   menu

2. From the menu bar, select View and click on Text Size/Smallest from the
   drop down menu

3. From the File drop down menu, click on Page Setup, choose Landscape
   and click OK

4. Print the timesheet by clicking on the printer icon found in the menu bar

      1                                    2




                       3




                                                                         4




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Logging Off the System                                                               Notes
It is important that you log off of your web session, especially if using a public
machine. Clicking the Logout link at the top right hand corner will log you out of
both the Web Time Entry system and the SNAP portal.




If you have additional tasks to complete on the SNAP employee portal before you
log-off, you may click the Back to HR link found in the upper left hand corner.




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Answers to Frequently Asked Questions (FAQ’s)                                       Notes
Web Time Entry:
1. What if my time sheet is not listed or my Position (Title and Department)
   is not listed on the Position Selection screen?
     Please contact your supervisor and/or Human Resources to determine if
     you have been authorized to work and that the appropriate paperwork (I9,
     W4, etc.) has been submitted.

2. What if I clicked on Submit for Approval before I was finished entering
   hours for the entire pay period?
    Contact your supervisor. If they have not already approved it, they can
    return it to you electronically for changes or they can make changes for you
    up to 5:00 pm on the day the time sheet is due. If your supervisor has
    already approved your time sheet, or the deadline has passed, please
    contact the Human Resources Department.

3. What if I submitted my hours, but I made a mistake?
    If you have clicked Submit for Approval and your time sheet has not yet
    been approved by your supervisor, contact your supervisor; they can make
    changes up to 5:00 pm the day the time sheet is due. If you submitted
    incorrect hours and your supervisor has already approved your time sheet,
    please contact the Human Resources Department.

4. What if I did not receive a pay check but I submitted hours?
    Check the status of your time sheet. If it was approved, contact the Human
    Resources Department. If it was not approved, speak to your supervisor.

5. What if I missed the submission deadline?
    It is important that you plan ahead and know the deadlines. If you miss a
    submission deadline you will need to wait until the next pay period to submit
    your hours through Previous Period Correction. There will be a payroll
    calendar posted on the SNAP employee portal.

6. Can anyone else access my hours?
    Only your supervisor, their proxy and the Payroll Shared Services Center
    can access your hours. Should your supervisor or proxy modify any hours
    you submitted, they are required to notify you of the change.

7. Should employees share their User ID and password with a proxy,
   approver, other staff or friends/parents?
    Due to the confidential and sensitive nature of information that can be
    accessed through the entire Self Service system, employees should never
    share their User ID and password with anyone.




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Comp Time/Overtime:                                                                    Notes

1. Why are you changing the way overtime is compensated?
    Some employees like to have the flexibility to take time off when they have
    worked longer hours. Comp time enables them to supplement their annual
    leave to attend school events or schedule medical appointments, etc. without
    using vacation time. Other employees like extra cash when they work more
    hours. Most people value both time and money and this compensation
    approach attempts to satisfy each.

2. Why now?
    This approach, which is authorized under the Fair Labor Standards Act, will
    provide consistency across the Regental system in how overtime eligible
    employees report and are compensated for hours worked.

3. Do I need permission to work overtime?
   Yes, you must have prior authorization from your supervisor.

4. What if I want to be compensated just in money or just with time off ?
   With rare exceptions, all employees who earn overtime will be compensated
   with both time and money.

5. Who makes the decision?
   Campuses have identified certain classifications of employees who will,
   during certain peak times of the year, be compensated in cash (i.e.
   admissions personnel, grounds crews, extension services field staff). To
   determine if you fall into one of those classifications, contact your supervisor.

6. What is the maximum number of hours of comp time that I can accrue?
    The maximum number of comp time hours you can accrue will be 40 hours. If
    you reach that level or before you reach that level, your supervisor may ask
    you to take time off to reduce your balance or depending on the workload
    within your area, they may opt to pay you for the comp time you have
    accrued.

7. Do I have to use my comp time before I use my annual leave?
   Yes, comp time should be used first unless you are approaching the
   maximum accrual of 240 hours (320 hours if you have 15 or more years of
   service) on your annual leave balance.




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Web Time Entry “Quick Reference”                                                      Notes
     Timesheets and Exception Time Reports must be submitted to your
     supervisor/approver by 10:00 AM, one business day after the end of the
     pay period.

     1. Log onto the employee portal SNAP http://snap.sdbor.edu.
     2. Click on the Employee Tab.
     3. Go to the Time Reporting Channel, Time Sheet section.
     4. Select Position and Pay Period for which you wish to record your hours.
     5. Click Enter Hours link for the appropriate day and earning category.
     6. Enter your hours in the box that appears in the middle of the screen.
     7. Click Save. If you have not finished entering your hours for the entire pay
        period, you can now exit the system and return at a later date (within the
        pay period) to complete your data entry and submit for approval.

     8. Enter Comments as needed (the only time that comments are required is
        when you are submitting hours for Previous Period Correction in a given
        pay period). Any comments entered will be seen only by your supervisor
        and/or proxy.

     9. Click on Submit for Approval only after you have completed entering
        hours for the entire pay period (the 22nd of one month through the 21st of
        the following month).

     10. Verify that the time sheet has been submitted by reviewing the bottom of
         the screen. The Submitted for Approval By…line should display the date.

     11. You may login again before the payroll due date to verify that your
         supervisor has approved your time sheet.




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Requesting Leave “Quick Reference                                                 Notes

     1. Log onto the employee portal SNAP http://snap.sdbor.edu.
     2. Click on the Employee Tab
     3. Go to the Time Reporting Channel, Leave Request section
     4. Select Position and Pay Period for which you wish to request leave –
          use the More link to see future pay periods.
     5. Click Enter Hours link for the appropriate day and leave category
     6. Enter your requested leave hours in the box that appears
     7. Click Save
     8. Click on Submit for Approval

                     Leave is not authorized until approval is received.




Printing Records “Quick Reference”

Retrieve the image you want to print and using the menu bar at the top of the
screen

     1. Select Edit
               a. Click on Select All from the drop down menu


     2. Select View
               a. Click on Text Size from the drop down menu
               b. Choose Smallest


     3. Select File
               a. Click on Page Setup from the drop down menu
               b. Choose Landscape
               c. Click OK


     4. Click the Printer Icon found in the menu bar at the top of the screen.




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