TimeWorksPlus Knowledge Base

Using System During TimeWorksPlus Migration

Last Updated: Feb 01, 2017 12:28PM MST
Users that are transitioning from TimeWorks to TimeWorksPlus need to be aware of the transitional steps of the migration period. This article explains what managers, supervisors and employees will experience during this process as well as best practices to make a smooth changeover.

Migration Date

All migrating accounts have a migration date at which time the primary system will switch from TimeWorks to TimeWorksPlus. This migration date will always be the first day of a pay period. In the time leading up to that date, managers and supervisors will login as they normally would and be taken to TimeWorks. They will also have access to TimeWorksPlus through a link in the migration message that appears in the menu.
 

Click the "here" link to access TimeWorksPlus from TimeWorks and vice versa.

What Time Card Data is Visible in the Two Systems?

Time cards may not share all data between the two systems. Here is a list of what will and what will not match.
  • Punches made by WebClock 2.0 and/or physical clocks will be visible on time cards in both TimeWorks and TimeWorksPlus.
  • Edits made in TimeWorks and Unprocessed Punches matched in TimeWorks will not be visible in TimeWorksPlus.
  • Edits made in TimeWorksPlus and Unmatched Punches matched in TimeWorksPlus will not be visible in TimeWorks.
  • Punches made on WebClock 1.0 will not appear in TimeWorksPlus.

How Do I Know If WebClock 1.0 is Being Used?

It is important that all employees are instructed to stop using WebClock 1.0. Punches will not show up in TimeWorksPlus unless they use the proper WebClock.
 
WebClock 1.0 often looks like this:

With no version number listed.
 
WebClock 2.0 can look like this.

Notice how it contains a version number starting with "2".

Which System Should Be Used for Payroll During Migration?

During the migration period, edits can be made in both systems, but the best practice is to run the final payroll out of TimeWorks. You could use either systems' time cards for payroll, but it's important to pick a system "of record" for the final pay period before the migration date.
 
The migration period is a time to make sure that TimeWorksPlus has been configured correctly. So it is best to check time cards and verify that all rules and scripts have been transferred correctly.

What Happens on the Migration Date?

On the migration date, managers and supervisors will be directed to TimeWorksPlus automatically while temporarily having access to TimeWorks. This allows for completing the prior period's time card edits and submitting payroll from TimeWorks.
 
Access to both systems will last for 4 days, including the migration date. After that, users will only have access to TimeWorksPlus.

How Do I View Time Cards and Reports from the Old System?

After the migration period is complete, client level users (managers) can view time cards and selected reports through the Archived Data Reports which is found in the Reports Menu of TimeWorksPlus. Supervisors do not have access to these reports.

When Do Employees Have Access to the New ESS?

Employees will not be directed to the new Employee Self Service until the migration date. On that date, they will be directed to the new ESS and prompted to change their password. Employees must change their password to access the new ESS.

The ESS rule must also be enabled in TimeWorksPlus. If it isn't, then the employee will see this message

If an employee sees this message after logging into ESS, then the ESS Rule needs to be configured in TimeWorksPlus.

The Employee Self Service rule can be turned on and configured on the Processing Rules page.
 
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