# Presentation: 732290

## TCAR - UPDATE  Time Cost Accounting RecordNon-Bargaining Unit Rollout

- NWS Cost Management ProgramSue Bracey, Jeffrey Hare

**Notes:**
Welcome to this Update on TCAR.  This recorded presentation was developed in March of 2008.  My name is Jeffrey Hare and I’ll be narrating the presentation.  Since this is a recorded presentation, we can’t take your questions live, but we would be happy to hear from you.  Contact information for me and the rest of the team is included at the beginning and the end of the presentation.

## Document Purpose & Intended Audience

- This is an UPDATE on TCAR including new features, functionality and interim guidance
- This is an _*overview presentation*_
- It is _*not a detailed training*_ presentation
- The intended audience includes:
- MIC’s/HIC’s and ASA’s who want to understand TCAR and how it will affect their office
- Regional HQ division chiefs
- Regional HQ Administrative and Budget Staff

**NEW**

**Notes:**
The purpose of this presentation is to provide you with an update on TCAR including its’ new features, functionality, and the interim guidance for its’ use.  This is not a detailed click by click training presentation.  The intended audience for this presentation includes MIC’s, HIC’s, Division Chiefs, Budget Staff, Other Managers, and Timekeepers.

## Authors & Supporting Information

- Cost Management Web Site:
- TCAR Download & Supporting Documentation
- _[http://www.weather.gov/cfo/comptroller/cost_management.htm](http://www.weather.gov/cfo/comptroller/cost_management.htm)_

**Notes:**
There are three of us involved in the Cost Management Program and TCAR Rollout.  Sue Bracey is the Program Manager for Cost Management, I support Sue, and Tom Raineri is the author of TCAR.  The Cost Management Web Site is listed at the bottom – TCAR and supporting materials are posted there.

## Table of Contents

- Background & Overview
- Progress Update
- WFO Coding Quick Reference
- Provisional Coding Summary
- Basic Time Card Scenario
- Overtime Scenario
- TCAR Setup
- Support Information

**NEW**

**NEW**

**Notes:**
This presentation will include some background on the CM Program and TCAR, a Progress Update on Cost Management, review of the WFO Coding Quick Reference, and review of the Provisional Coding in place until Bargaining-unit negotiations are complete.  The heart of this presentation is in the Basic Timecard Scenario.  We will also cover an Overtime Scenario and an overview of TCAR Setup.

## Background & Overview

**Notes:**
This section includes a very brief background on the CM Program and TCAR.

## Background & Overview

- TCAR or Time Cost Accounting Record – is a Time Card tool for WFO and RFC employees.  It was built by the Caribou, Maine WFO to help employees enter their time quickly and easily.
- TCAR includes Cost Management Coding but can also be used in “Pure Timekeeping Mode”
- NWS is required to implement Cost Management by FASAB – the Federal Accounting Standards Advisory Board
- TCAR is an optional tool
- TCAR allows WFO and RFC employees to select a shift and then select the activities that they performed during that shift.
- When the employee has completed the TCAR process, the tool generates a timecard for entry into WebTA by the ASA/Timekeeper.
- TCAR is pre-configured for WFO’s and RFC’s – but it can also be used by RHQ Divisions and other entities

**NEW**

**Notes:**
TCAR which stands for Time Cost Accounting Record is a time card tool built by the Caribou, Maine WFO to help employees enter their time quickly and easily.  TCAR includes Cost Management Coding but can also be used in “Pure Timekeeping Mode.”  NWS is required to implement Cost Management by FASAB (the Federal Accounting Standards Advisory Board.)  TCAR is an option tool which employees and offices may use to facilitate the process.  In general, TCAR allows an employee to select a shift and then designate the activities performed during that shift.  When the employee has completed the entry process, the tool generates a timecard for entry into WebTA by the timekeeper.  TCAR is intended primarily for WFO’s and RFC’s but may also be used by RHQ divisions and other entities.

## Progress Update

**Notes:**
I’ll now spend a few minutes on a Progress Update.  This section will cover developments in the CM Program, Implementation of CM Coding for Regional Non-Bargaining Unit employees and new features and changes in TCAR.

## CM Progress Update

_***All HQ Employees:***_  Cost Management (CM) Coding for NWS HQ Employees (AA, OCWWS, OHD, OS&T, OOS, & NCEP) is now fully implemented and is done via employee entry directly into WebTA
_***Regional Bargaining-Unit Employees:***_  In September 2007, NWSEO asked NWS to slow the implementation of CM Coding for Regional Employees and negotiations are continuing  (*NWSEO’s concern lies with CM Coding – not with TCAR)*
_***TCAR helps with CM Coding but also streamlines basic time entry***_
_***The Labor Survey was decommissioned as of 9/30/07***_
_***Provisional Coding is in Place for Regional Bargaining-Unit Employees:***_
- WFO Position Coding Summary – Once Code per Position Type
- RFC – All Positions Coded to Single Line
- Changes implemented at Timekeeper Level
_***Bargaining-Unit Employees may not be required to use full CM Coding as defined in the WFO Coding Quick Reference until negotiations conclude***_
_***Regional Non-Bargaining Unit Employees are required to use CM Coding as of 6/08***_

**NEW**

**Notes:**
The Cost Management Program has enjoyed significant progress in the last year.  All HQ employees are now entering Cost Management Codes directly into WebTA.  This allows us to capture the outputs that they worked to support.  Regional employees are currently using high level provisional coding as we continue negotiations with NWSEO regarding full Cost Management implementation.  

TCAR is a tool developed to assist with Time Entry for Cost Management but can also be used to streamline basic time entry.  The Labor Survey was decommissioned at the end of FY07.

It is important that we be clear regarding Cost Management requirements for Regional bargaining-unit and non bargaining-unit employees.  Bargaining-unit employees may not be required to use full CM Coding as defined in the WFO Coding Quick Reference, until agreement with NWSEO is reached.  Regional Non-Bargaining-unit employees will be required to use full CM Coding as of June 2008.

## CM Progress Update: (Continued)

_***Non-Bargaining-Unit Cost Management Coding Required for Regions***_
_***Regional Non-Bargaining-Unit Employees ***_will be required to begin using full Cost Management Coding beginning with Pay Period #12 starting on June 8th
_***Employees ***_may provide the cost Management Coding to their timekeeper in any format they choose – use of TCAR is Optional
_***Approximately 750 Employees will be included:***_
- a.	WFO's  4-5 per office X  122 offices = 488
- b.	RFC's   3 per office X  14 offices = 42
- c.	RHQ's  40 per office  X  6 offices = 240  (Rough Estimate)
- d.	TOTAL Affected Employees       =  770

**NEW**

**Notes:**
Implementation of full Cost Management Coding for Regional Non-Bargaining-unit Employees will begin with Pay Period #12 starting on June 8th, 2008.  Employees may provide their CM Coding input to their timekeepers in any format that they choose – the use of TCAR is optional.  Approximately 750 employees will be affected including the management staff in all WFO’s, CWSU’s, and RFC’s along with all non-bargaining-unit employees in the Regional Headquarters.

## TCAR Update

_***TCAR Version 2.2 Available***_ with significant improvements in performance and function
_***New Pure Timekeeping Mode***_

**NEW**

**NEW**

**Notes:**
In the remainder of this section, we’ll cover the changes and enhancements to TCAR in the last two versions.  Version 2.2 of TCAR is now available with significant improvements in performance and function. In addition, it now supports a “Pure Timekeeping Mode” 

## TCAR Release Notes - 1

**NEW**

- Version 2.1 Enhancements

**Notes:**
This section will cover enhancements and changes in two categories – the first from TCAR Release 2.1.2.  Version 2 of TCAR represents a major version release and incorporates many new functions.  During the webinars that we conducted with each region last Fall, we received many requests and suggestions and Tom was able to incorporate most or all of those enhancements into Version 2.  The following nine slides describe the many improvements and changes.

TCAR now includes an import capability that allows you to preserve the configuration of shifts, accounting codes, and employee names that was completed in earlier versions.

## TCAR Release Notes - 2

**NEW**

**Notes:**
TCAR now requires each employee to select a Default Task code.  All hours will be automatically assigned to the Default Task Code and may then be edited by the employee as desired.  

Performance on the input form has been dramatically improved.  

Setup for the Shift Info Window has been moved into the TCAR Setup Menu.  

Finally Validation of Task Hours is now done on a daily basis.  This had previous occurred on a pay period basis and the new validation makes it easier to identify which entries need to be adjusted.

## TCAR Release Notes - 3

**NEW**

**Notes:**
TCAR now includes two user defined pay types.  These may be used by offices which have pay types not defined in TCAR.  

There are also two user defined leave types which can be used at the discretion of the office.  

The time report is now viewed in normal view (instead of full screen) which enhances compatibility with Office 2007.  

TCAR now has an indicator for the presence of overtime, credit and other “extra” hours.  

Many of the TCAR screens have been adjusted and enhanced to make the input form and report more readable.

## TCAR Release Notes - 4

**NEW**

**Notes:**
Pay Period Totals have now been moved to the right to be more consistent with the WebTA entry screen.  

The Federal Holiday Pay Type is now unlocked and available for manual entry on Sundays.  Employees who take leave for a portion of their shift must manually reclassify the hours from Federal Holiday with Sunday or Sunday night to regular Federal Holiday since they are not eligible for the differential for the portion of the shift that they took as leave.  

TCAR now includes an over and under check for 80 hours.  

The Clear Buttons have been simplified and re-aligned – we’ll show that in the basic timecard scenario later in this presentation.

## TCAR Release Notes - 5

**NEW**

- Version 2.2 Enhancements

**Notes:**
Beginning on this slide, we’ll now cover enhancements and changes which were introduced beginning in version 2.2.  

TCAR now shows only the first 2 lines for Task Code allocation – once those are completed, additional lines will become visible.  This allows the form to be more compact and easily readable without reducing the feature/function.  

There is a new help button which opens embedded documentation. 

Finally, TCAR now includes a Full Screen Button which allows the user to toggle between normal view and fullscreen.

## TCAR Release Notes - 6

**NEW**

**Notes:**
The input form and report now include a Comments/Notes section.  

The Save As button has been removed – this functionality is available from the Excel Menu.  

The Exit TCAR Button has been renamed to “Close”.

## TCAR Release Notes - 7

**NEW**

**Notes:**
The TCAR setup screen is now password protected.  The default password is “tcar” in lower case and may be changed on the setup screen.  

The “Under 80 Hours” is now coded as a warning and employees may continue to the report with less than 80 hours.  This facilitates use of TCAR by part time employees.  

There is now a set of validation conditions attached to the View Report Button.  This includes:  Missing Employee Name or Default Task Code, Over 80 Hours, Missing Task Code, Task Hours not allocated, and Excessive Task Codes.  Each of these conditions will prevent the user from viewing the report until the condition is corrected.

## TCAR Release Notes - 8

**NEW**

**Notes:**
Holiday worked is now indicated on the Input Form and the Report.  

Extra hours are now indicated.  

Finally, Week 1 and 2 totals have been removed from the report to facilitate format improvements and consistency with WebTA.

## TCAR Release Notes - 9

**NEW**

**Notes:**
The Report has been changed to Portrait View for enhanced readability.  

Also, the report now includes a “Leave and Other Time” line.

## WFO Coding Quick Reference

- Non-Bargaining-Unit
- Employees

**Notes:**
This section covers the Coding Requirements for non-bargaining-unit WFO Employees.

## WFO Coding Quick Reference

- Quick Reference for all WFO Employees
- One page per position type
- Explanatory notes
- Should be used in combination with TCAR

- Non-Bargaining-Unit
- Employees

**Notes:**
The WFO Coding Quick Reference contains suggested coding for all WFO employees and includes one page for each position type.  It includes explanatory notes describing when the coding should be used.  This document should be used in combination with TCAR.  (Guidance for RFC’s, CWSU’s, RHQ Employees, etc. is covered in the Consolidated Coding Structure document which is posted on the CM Web Site.)

## Non-Bargaining-Unit

- The WFO Coding Quick Reference has one page per each type of position.  This is the Meteorologist or Forecaster Chart.

- Employees

**Notes:**
The WFO Coding Quick Reference document includes a page for each position with a lists of Tasks on the right and explanatory notes about when they should be used on the left.  Further detailed notes are included at the bottom.  This example page is for the Meteorologist and should be used by Meteorologists and by WCM’s, MIC’s and others who are working shift.

## Provisional Summary Coding

- Bargaining-Unit
- Employees

**Notes:**
Bargaining-unit employees may not be required to complete detailed CM Coding and this section describes the Provision Coding in place while Bargaining-unit negotiations continue.

## Provisional Summary Coding

_***Provisional Summary Coding should be used by Bargaining-unit employees until negotiations are complete.***_
_**WFO**_ Employee time – code by position – see next page
_**RFC**_ Employee time - code to P4G FORECASTS – HYDROLOGIC
_**CWSU**_ Employee time - code to  P5N FORECASTS - AVIATION
_**RHQ**_ Employee time - code by position – see Consolidated Coding

**NEW**

- Bargaining-Unit
- Employees

**Notes:**
For WFO Bargaining-unit employees, coding is by position as shown on the following page.  For RFC’s, all Bargaining-unit employees should code to Hydrologic Forecasts.  For CWSU’s, all employees should code to Aviation Forecasts.  Regional Headquarter Bargaining-unit Employees should use the coding included in the Consolidated Coding Structure posted on the CM Web Site.

## NEW

- Timekeepers for Bargaining-unit employees should continue to use these summary codes until negotiations are complete.

**NEW**

- Bargaining-Unit
- Employees

**Notes:**
The WFO Position Coding spreadsheet includes coding for each position in the office.  In general, this prescribes a single line per employee.  Timekeepers should use these codes for Bargaining-unit employees until negotiations are complete.

## Basic Time Card Scenario

**Notes:**
The Basic Time Card Scenario is the heart of this presentation and includes a step by step guide to entering time for an example employee.

## Time Entry Basics

- The ASA or ESA/ITO should place a configured copy of TCAR in a folder to which the employee has access
- TCAR is an Excel Spreadsheet with VB Macros and you can open it from Windows Explorer or from Excel
- We suggest that you do _**not**_ save an iteration of TCAR for each Pay Period because of the disk space it would require
- Clicking on the SAVE button will save to the same name and over-write the existing file.  If you need to save an additional copy (i.e. for a future pay period when you will be traveling) use the Save As function from the Excel Menu.
- TCAR limits the number of total lines on the Report to 30 – if you select more than 30 Pay Type / Task combinations on the Input Form, the lines greater than 30 will be truncated and an error will be indicated  (WebTA imposes a 30 line limit)

**Notes:**
The ASA or ESA/ITO should place a configured copy of TCAR in a folder to which the employee has access

TCAR is an Excel Spreadsheet with VB Macros and you can open it from Windows Explorer or from Excel

We suggest that you do not save an iteration of TCAR for each Pay Period because of the large size of the spreadsheet

Clicking on the SAVE button will save to the same name and over-write the existing file.  If you need to save an additional copy (i.e. for a future pay period when you will be traveling) use the Save As function from the Excel Menu.

TCAR limits the number of total lines on the Report to 30 – if you select more than 30 Pay Type / Task combinations on the Input Form, the lines greater than 30 will be truncated and an error will be indicated  (WebTA imposes a 30 line limit)

## Time Entry Basics  (Continued)

- What Shift did you Work ?
- What Tasks did you perform during those Shifts ?
- TCAR may be updated daily, weekly, or at end Pay Period
- Activities which took small amounts of time (less than 4 hours) or are incidental to your job function can be coded to your default task – Select the “Top Tasks” for each shift
- You should have received the Quick Coding Reference from your ASA – it has a page for each position type in the WFO

**Notes:**
You will need to know what shift you worked and what tasks you performed during that shift.  TCAR may be updated daily, weekly or at the end of the pay period.  In our pilot tests, employees who completed TCAR at the end of each shift spent a few minutes per day.  Those that updated at the end of the week or pay period spent 10-15 minutes of total time. Activities which took small amounts of time (less than 4 hours) or are incidental to your job function can be coded to your default task – Select the “Top Tasks” for each shift.  You should reference the Coding Quick Reference or Consolidated Coding Structure to determine which codes are appropriate.

## Time Entry Process

- Select Your Name from the Drop Down List
- Select Your Default Code
- Enter the Year
- Enter the Pay Period
- Enter the Shift Code
- Accept the Default Coding  *- OR -*
- Select Task Codes from the Drop Downs
- Enter hours corresponding to each Task Code
- Validate that all hours have been entered
- Print report for submission to a timekeeper

- Non-Bargaining-unit employees should modify the default coding as required to reflect their actual activities.

**NEW**

**NEW**

**Notes:**
The process includes 10 basic steps including:

1-Select Your Name from the Drop Down List
2-Select Your Default Code
3-Enter the Year 
4-Enter the Pay Period
5-Enter the Shift Code 
6-Accept the Default Coding  - OR -
7-Select Task Codes from the Drop Downs 
8-Enter hours corresponding to each Task Code
9-Validate that all hours have been entered
10-Print report for submission to a timekeeper

## When you first open TCAR – you may be prompted as shown.  Select “Enable Macros” and “Always trust macros from this publisher.”

- This screen will look somewhat different for Office 2007 Users.

**Notes:**
When you open TCAR for the first time, you will probably see this screen.  You need to take two steps:  (1) Click “Always Trust Macros from this Publisher” – which is National Weather Service and (2) Click “Enable Macros.”  This screen will look somewhat different for Office 2007 users.

This is a one time setup process and will not need to be repeated after the first access.

## You should see this screen when TCAR opens.  This is the form where you enter your shifts and Cost Management Tasks.

- The latest version of TCAR is V2.2

**Notes:**
The opening screen of TCAR will look like this.  Note that the current version of TCAR is 2.2.

## Select your name from the Drop Down List.  Your Timekeeper has entered the names of all employees in the office.

**Notes:**
The first step is to select your name from the drop down list.  Your timekeeper will have already entered the names for your office in the setup screen.  You can see that for our example scenario, we have chosen Haley Stone.

## NEW

- Select your default Task Code (See WFO Coding Quick Reference or WFO Position Coding Summary)

**NEW**

**Notes:**
The second step is to select your default task code.  Non-Bargaining-unit WFO Employees should reference the WFO Coding Quick Reference.  Non-Bargaining-unit RHQ, RFC, CWSU, and other employees should reference the Consolidated Coding Structure.  Both of these documents are posted on the CM Web Site.

## Enter the Calendar Year.  The year must be greater than or equal to the year defined in the setup screen by your timekeeper.

- Enter the Pay Period Number for the current Pay Period.

**Notes:**
Next, you must enter the calendar year and the pay period.

## Click the Shift Info Button to see a list of shifts defined for your office.  

- Click the Shift Info Button to see a list of shifts defined for your office.

**Notes:**
You may wish to click on the Shift Info Button to see a listing of the shift codes defined for your office.  Your timekeeper will have already defined the shifts that your office uses and can provide more detailed information about use of these codes.  The codes included here are for illustrative purposes only.  (These are the codes used in the WFO in Caribou.)

## Enter a valid Shift Code and Press <ENTER> or <TAB>

**Notes:**
The next step is to enter a valid shift code and press ENTER or TAB.

## Notice that the Regular Base Pay Type expands to show the Cost Management Task lines.  Notice that TCAR now automatically puts all hours for each pay type in the Default Task identified in the header.  These hours may be removed or adjusted by using the delete key or entering another number in the cell.

- Notice that the Regular Base Pay Type expands to show the Cost Management Task lines.  Notice that TCAR now automatically puts all hours for each pay type in the Default Task identified in the header.  These hours may be removed or adjusted by using the delete key or entering another number in the cell.

**NEW**

**Notes:**
Once you have pressed ENTER or TAB, TCAR will automatically put the hours for that shift in the appropriate Pay Type.  In addition, the new version of TCAR will also allocate all of the hours for each pay type to the default Task identified in the header.  You may then adjust these Task hours as needed by changing the hours value or using the delete key (or typing a zero) to remove the hours for that Task entirely.

## Additional Tasks may be added by reducing the hours in the default line – and then adding more task lines and corresponding hours.  

- Additional Tasks may be added by reducing the hours in the default line – and then adding more task lines and corresponding hours.
- Notice that additional task lines will appear as needed.  Once the last task line has been filled, another will appear – up to the limit for that pay type.

**NEW**

**Notes:**
In this case, WFO Management Activities was reduced to 4 hours and an additional Task (Forecasts – Integrated/Public) was added to account for the remaining 4 hours of the shift. Notice that additional task lines will appear as needed.  Once the last task line has been filled, another will appear – up to the limit for that pay type.

## Notice that if Tasks hours and Pay Type hours do not match – that the Regular Base Pay line will be RED – indicating that the hours don’t match.  (In this case, Task Hours total to 9 and Pay Type Hours are 8.

- You are limited to 6 Tasks for that Pay Type over the 2 week Pay Period.  You should choose the “Top Tasks” that you performed during the Pay Period – small or incidental Tasks can be coded to your default code.  (See Quick Ref)

- Notice that the Task Code Hours Error Indicator and the Under 80 Hours Error Indicator are both lit.

**Notes:**
Notice that the Task Code Hours Error Indicator and the Under 80 Hours Error Indicator are both lit.

Notice that if Tasks hours and Pay Type hours do not match – that the Regular Base Pay line will be RED – indicating that the hours don’t match.  (In this case, Task Hours total to 9 and Pay Type Hours are 8.

You are limited to 6 Tasks for that Pay Type over the 2 week Pay Period.  You should choose the “Top Tasks” that you performed during the Pay Period – small or incidental Tasks can be coded to your default code.  (See Quick Ref)

## By selecting the Q8 shift for Tuesday, 3 hours are added to Regular Base Pay and 5 hours are added to Base with Night Differential.  TCAR automatically attributes the hours to the Default Task from the Header.  The default Task Entry Hours may be adjusted and additional Tasks may be selected.

**Notes:**
By selecting the Q8 shift for Tuesday, 3 hours are added to Regular Base Pay and 5 hours are added to Base with Night Differential.  TCAR automatically attributes the hours to the Default Task from the Header.  The default Task Entry Hours may be adjusted and additional Tasks may be selected.

## To remove the hours attributed to the default Task Code – use the delete key.  Then select additional task(s) on the following lines as you normally would.

**Notes:**
To remove the hours attributed to the default Task Code – use the delete key.  Then select additional task(s) on the following lines as you normally would.

## Notice that there is a warning indicator – showing that this timecard has less than 80 hours of total time entered.

- TCAR contains many edits and validations which will be shown both in the header area or on the Pay Type and Task Lines.  Errors are generally shown in Red or Yellow boxes.
- Green generally indicates “no errors.”
- ** Many Edits are now shown by day.

**Notes:**
Notice that there is a warning indicator – showing that this timecard has less than 80 hours of total time entered.

TCAR contains many edits and validations which will be shown both in the header area or on the Pay Type and Task Lines.  Errors are generally shown in Red or Yellow boxes.

Green generally indicates “no errors.”

** Many Edits are now shown by day.

## By selecting a holiday for Monday, 8 hours is automatically entered in the Federal Holiday Line.  No Task entries are required for Holidays, Leave, etc.  Notice that it was necessary to scroll down to see the Federal Holiday Line.

**Notes:**
By selecting a holiday for Monday, 8 hours is automatically entered in the Federal Holiday Line.  No Task entries are required for Holidays, Leave, etc.  Notice that it was necessary to scroll down to see the Federal Holiday Line.

## When at least 80 hours have been entered, the 80 hour indicator turns green.

**Notes:**
When 80 hours have been entered, the 80 hour indicator turns green.

## If all hours have been entered and there are no RED indicators, the input is complete.  Click the View Report Button to see the completed Time Card.

- You may wish to Click the Save Button to save your information for the next pay period.  You may also use the Excel Save As function from the menu if you need to create an extra copy – for example if you are completing a timesheet ahead of time for an upcoming trip.

**Notes:**
You may wish to Click the Save Button to save your information for the next pay period.  You may also use the Excel Save As function from the menu if you need to create an extra copy – for example if you are completing a timesheet ahead of time for an upcoming trip.

If all hours have been entered and there are no RED indicators, the input is complete.  Click the View Report Button to see the completed Time Card.

## This report can be printed and submitted to the Timekeeper.  If the input is not complete, there will be error indicators on this report.

**Notes:**
It’s important to take special note of what has just occurred in TCAR.  Up to this point, we have interacted with TCAR in the language of the office – shift codes, activities, hours, etc.  When we hit the VIEW REPORT button, TCAR transforms this information into the accounting language required for entry into WebTA and ultimately the CBS Accounting System.  This transformation is a significant piece of the value provided by TCAR.  It allows the employees of the office to allocate and track their time without understanding “accounting speak” and simultaneously provides formatted information that is ready for the timekeeper to enter into WebTA.

If there are no error indications, this report can be printed and submitted to the timekeeper.

## Use the Return to Form Button to go back to the entry form to make additions or corrections.

**Notes:**
If there are errors, issues, or adjustments to be handled, the RETURN TO FORM button can be used to go back to the entry form to make additional changes.  You may toggle back and forth between the input form and the report as often as you like.

## NEW

- Use the Return to Form Button to go back to the entry form to make additions or corrections.

- Use the Return to Form Button to go back to the entry form to make additions or corrections.

- If you have already used TCAR for a previous Pay Period, then you may wish to execute one of these three buttons to prepare for the next Pay Period.
- 1- Clear Shifts will remove the Shift Codes and reset
-     the formulas.  It will also remove explanations.
- 2- Clear Hours will remove hour entries and reset
-     the formulas for the default task code.  It will also
-     remove any explanations.
- 3- Clear All will reset the entry form completely.
- *** Note that if you have typed over the hours amounts on the Pay Type Lines (i.e. Regular Base Pay) that you will need to execute one of these functions to replace the formulas that you have overtyped.
- *** These functions have been updated and improved – read the dialog boxes in TCAR for more detailed explanations

**NEW**

**Notes:**
If you have already used TCAR for a previous Pay Period, then you may wish to execute one of these three buttons to prepare for the next Pay Period.

1- Clear Shifts will remove the Shift Codes and reset
    the formulas.  It will also remove explanations.
2- Clear Hours will remove hour entries and reset
    the formulas for the default task code.  It will also
    remove any explanations.
3- Clear All will reset the entry form completely.

*** Note that if you have typed over the hours amounts on the Pay Type Lines (i.e. Regular Base Pay) that you will need to execute one of these functions to replace the formulas that you have overtyped.

*** These functions have been updated and improved – read the dialog boxes in TCAR for more detailed explanations

## When you are done, Click the Close Button which will close TCAR. 

- When you are done, Click the Close Button which will close TCAR.

**Notes:**
When you are done, Click the Close Button which will close TCAR. 

## Overtime, Comp Time Scenario

**Notes:**
In this section, we have depicted a simple overtime scenario.

## When overtime is incurred, the number of overtime (or comp, or credit) hours should be entered on the appropriate line  - you must scroll down to see these lines.

**Notes:**
When overtime is incurred, the number of overtime (or comp, or credit) hours should be entered on the appropriate line  - you must scroll down to see these lines.

It is important to note that our entry to this point has relied on the use of Shift Codes to determine the hours.  For Overtime, Credit, etc. there is no relationship to a shift code and the hours must be manually entered on the pay type line.

## NEW

- When you type a number in one of these line, the Task area will automatically open and assign your hours to the default Task from the header.  You may modify the Tasks and Hours.
- Your ASA may also direct that you make an entry in the Explanation section at the bottom of the input form.

- Notice that TCAR now indicates that “Extra hours were Earned”

**NEW**

**Notes:**
When you type a number in one of these line, the Task area will automatically open and assign your hours to the default Task from the header.  You may modify the Tasks and Hours.

Your ASA may also direct that you make an entry in the Explanation section at the bottom of the input form.

Notice that TCAR now indicates that “Extra hours were Earned”

## This section (found at the bottom of the input form) may be used to document the reason for overtime, comp, etc.

- Check with your ASA to determine whether your office uses this part of the form.

**Notes:**
This section (found at the bottom of the input form) may be used to document the reason for overtime, comp, etc.

Check with your ASA to determine whether your office uses this part of the form.  Use of these lines can help the ASA/Timekeeper to complete the CD-81 form.

## Extra hours are indicated in the Header.

- Extra hours are indicated in the Header.

**Notes:**
Extra hours are indicated in the Header.

## TCAR Setup

**Notes:**
This section includes a high level overview of TCAR Setup.

## TCAR Setup Overview

- The primary setup activities include:
- Downloading TCAR from the CM Web Site (See last page)
- Running the Import Functionality if previous setup was done
- Updating Accounting Codes (if necessary)
- Entering Employee Names
- Entering/Updating Shift Codes
- Entering/Updating Shift Information

**NEW**

**Notes:**
The primary setup activities include:
Downloading TCAR from the CM Web Site (See last page)
Running the Import Functionality if previous setup was done
Updating Accounting Codes (if necessary)
Entering Employee Names
Entering/Updating Shift Codes
Entering/Updating Shift Information

## NEW

- Click on TCAR Setup to open the Setup Menu.

**NEW**

- TCAR now has password protection on the Setup Form.  The default Password is “tcar” and may be changed in the setup form.

**Notes:**
Click on TCAR Setup to open the Setup Menu to access the setup menu.

TCAR now has password protection on the Setup Form.  The default Password is “tcar” and may be changed in the setup form.

## NEW

- Click on TCAR Setup to open the Setup Menu.

**NEW**

**NEW**

**NEW**

**Notes:**
The TCAR Setup Menu includes all of the setup functionality.  There are three new features here including (1) Password Change for Setup, (2) Shift Info/Remarks – which was formerly not part of the setup menu and (3) Import function.  I’ll cover an overview of each of these in the next few slides.

## Click on Admin Info and Project/Task Code setup to define or change the accounting codes.

**Notes:**
Click on Admin Info and Project/Task Code setup to define or change the accounting codes.

## TCAR has been configured with the basic set of WFO (and RFC) Codes – use this screen to modify or add.

- Notice that this screen has a ‘Replace Project Code’ function which can be used to update the Project Codes when the Fiscal Year Changes.  (i.e. update E8M5J10 to F8M5J10)

**Notes:**
TCAR has been configured with the basic set of WFO (and RFC) Codes – use this screen to modify or add.

Notice that this screen has a ‘Replace Project Code’ function which can be used to update the Project Codes when the Fiscal Year Changes.  (i.e. update E8M5J10 to F8M5J10)  There is also a sort function to help keep the codes in order.

It is important to note that the information on this screen is used by TCAR to generate the drop down list on the entry form.

## Use this screen to define the names of the employees in your office.

**Notes:**
Use this screen to define the names of the employees in your office.

## Use this screen to define the shift codes used in your office.

- Click on Shift & Hours Information to see additional information on how to use this screen.

**Notes:**
Use this screen to define the shift codes used in your office.

This screen is used by TCAR to populate the hours on the Pay Type lines and must be configured by each office for their particular shift codes.

Click on Shift & Hours Information to see additional information on how to use this screen.

## This window contains information about the hard coded shifts and about how to configure the shifts specific to your local office.

**Notes:**
This window contains information about the hard coded shifts and about how to configure the shifts specific to your local office.

## Employees will use the Shift Info button to display what you configure in setup.

**Notes:**
Employees will use the Shift Info button to display what you configure in setup.  Use this screen to describe the shift codes – in the example data here, we have used this space to designate the start and end times of the shifts.  General notes for the employees can be entered on the lines at the bottom of the screen.

## NEW

- Use the Import Capability to preserve configuration information when deploying an updated version of TCAR

**Notes:**
Use the Import Capability to preserve configuration information when deploying an updated version of TCAR

## Support Information

## Authors & Supporting Information

- Cost Management Web Site:
- TCAR Download & Supporting Documentation
- _[http://www.weather.gov/cfo/comptroller/cost_management.htm](http://www.weather.gov/cfo/comptroller/cost_management.htm)_

**Notes:**
There are three of us involved in the Cost Management Program and TCAR Rollout.  Sue Bracey is the Program Manager for Cost Management, I support Sue, and Tom Raineri is the author of TCAR.  The Cost Management Web Site is listed at the bottom – TCAR and supporting materials are posted there.  We would be happy to hear from you with questions and comments.  Thanks for your time – we hope that TCAR works well for you and your office.