CPAA – Data entry - Time management

Grade EmployeeThis WSR indicates the hours of work per week as well as the hours of work per day for this work schedule.

All CPAA members use the Exception / Planned Time Evaluation

Name of work schedule rule (WSR)

SCHEDULE

Days of the week are represented by the following letters:

M = MondayT = TuesdayW = WednesdayH = ThursdayF = FridayS = Saturday

Sunday is not included as no CPAA employee’s are scheduled to work on Sundays. (exception – Office in tourist area out east during summer)

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Group Lease employee

The WSR for groups offices includes hours based on survey and available hours.

Example: 14/10M-H4F5S3 (14 survey and 10 available - 4 hours for each day from Monday to Thursday, 5 hours on Friday and 3 hours on Saturday).

Term employee

Term employees have a WSR of ‘TERM” (0 hours)

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Example: An employee with a regular schedule of 15 hours (works daily 12:00 to 15:00), on one of those days he works 5 hours more.

A full report must be filled out for the hours worked during these days. It is not enough to indicate the additional hours. Therefore the employee records on the time sheet the additional hours 06:00 to 11:00 as well as his regular schedule 12:00 to 15:00.

Any change or deviation from the assigned work schedule is entered as “exception” in the time report which includes:

• Absences

• Attendances (including hours on acting and replacement assignment)

Time exception report

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Verification of Time reports

Identify and correct missing information or errors that may affect the employee’s pay or may stop the processing of the data of the Time Report.

         Verify that the Post Office Name, the Province, the Postal Code and the Telephone Number information are reported correctly on the first line of the Time Report.

         Verify if Pay Period and Dates for Week 1 and Week 2 are entered where there is exception reported on Time Report. 

         Verify if Name and or Employee ID Number are reported on second line of Time Report. 

         Verify if the Employee Type is reported on Time Report. 

         Verify if there are any missing codes in the Absence or Attendance Code Column. 

         Verify in the Assignment Column if the Acting (A) Code and/or Replacing (B) Code are reported when a Position Number is entered. 5

Important links to the Performance Optimization site

Maintaining Time for CPAA Employees

SAP GUI XT - CPAA

Time Evaluation: CPAA Error Messages and Warnings

Quota Overview (PT50)

PT40 (R/3) Display Error/Warning Log for an Employee PT40 (R/3) Display Error/Warning Log for an Organizational Unit PT40 (R/3) Display Error/Warning Log for a Cost Centre PT40 (R/3) Delete Warning Message

PT_ERL00 (R/3) Display Time Evaluation Messages PT_ERL00 (R/3) Create edit or delete a variant

Recording Time for Work Options

Request for a new schedule and/or modification to existingschedule

Acting Process

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Click Internet Explorer to access Intr@post site

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The Intr@post site appears

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How to Access Performance Accelerator Website (PAW)

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Click SAP Launch to access the SAP system

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Do not use Portal to do Time entries

When you Go Live, you must select R/3 Production.

SR0 is strictly for todays training.

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1 - Enter User ID and password.

2 - Press Enter

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The data entry profile is already pre populated with the CPAA-S profile.

Other profiles are used for time entry for other employee groups.

Enter employee’s id number and the date for week in question.

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Select Enter Time

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1 – Tombstone Data

2 – Schedule changes – substitutions

3 – Exception Time Entries

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Cost Ctr. – Cost centre

A/AType – Absence or attendance code

OT – indicate Overtime to be banked

FS – Field Support Duties

I – Indicator for Acting to be identified

Position – Position number

(Position number for acting or replacing. Position number is used to determine rate of pay only.)

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1 – enter start and end time of shift and unpaid break as above

2 – Click on Save substitutions

Note: The radio button is only used to modify or delete a substitution.

Creating a substitution

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Schedule has now changed and substitution information is greyed out.

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Click radio button for day you wish to modify and then select Modify Day

Modifying a substitution

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Row becomes white and allows you to make change.

Modifying Break and then selecting Save Substitutions

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New break time is saved.

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Click radio button for day you wish to delete and then select Delete Day

Deleting a substitution

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Employee’s regular schedule is now back

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How to record vacation for entire week.

1 - Enter absence code 9060

2 - Highlight entire row

3 - Select target hours

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Recording a Full week absence

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Entire row populates hours, now you can:

1- Scroll to previous or next week to enter more exceptions if required.

2 - Save your entries

3 - Enter Next Employee36

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If you wish to delete entire week of data, highlight row and select delete icon

Deleting line of Data

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Standard message appears, click on green check mark.

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Hours are removed, now click save icon

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Time entries are now cleared

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For Full day absence you only need to record the total hours

For partial day absences or attendances, you need to record the actual start and end times using the « from  » and « to » fields.

Recording absences / attendances

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When you press enter on your keyboard, the hours for the day are populated accordingly. Now save your entries by selecting the save icon.

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The save message appears

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Training is recorded for a full day as well as for a partial day.

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Enter 9000 and then select drop down button in column « F »

Recording field support duties

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The field support premium ID appears. Click green check mark.

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01 populates in column « F », you can either enter 01 directly or use drop down button.

You can enter hours for part of the day or for the whole day.

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This Part Time Employee will be acting in a position that begins at 8:00 for the complete week.

Notice the schedule begins at 7:00, therefore substitutions are required

Recording acting hours

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Step 1 - Substitutions are created as above. You then select Save Substitutions

Step 2 –

A - Enter code 9000

B - Acting indicator + sign in column « I »

C - The position # they are acting

D - Record the hours worked as per the schedule

E – Click on save icon

As per article 40, acting hours must be a minimum of 8 hours

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This Term employee will be replacing in a Part Time position.

Notice that no schedule exist for Terms. Substitutions are required for all days employee is replacing.

Recording replacement hours

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Step 1 - Substitutions are created as above. You then select Save

Substitutions Step 2 –

A - Enter code 9000

B - The position # they are replacing

D - Record the hours worked as per the schedule

E – Click on save icon51

1 – Use attendance code 9010

2 – Record hours worked using « from » and « to » fields

Note: If overtime is to be banked as comp time, record 1 in the column « O »

Recording / banking Overtime

OT hours are recorded for Monday (01/30) and Saturday (02/04) as paid hours.

Hours on Friday (02/03) are to be banked .

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Substitutions must be created for a day where a Part Time does not normally work.

A substitution must be created if the regular schedule is outside of the hours that are reported (Start time or finishing time)

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Insert cannot be made due to collision – Why does this happen?

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You have an entry and you want to change the schedule.

Follow the steps in the next slides to avoid « collision » from happening.

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You have an entry and you want to change the schedule. First, you need to delete the entry.

Remove the position # & hours, then click on Save.

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The save message appears

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You must exit from this screen, therefore click on « Enter Next Employee ».

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You must exit from this screen as well, therefore click on « Return to Main Launch Pad ».

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Now you must wait for approximately 5 minutes before returning to the data entry screen to create your substitution to change the schedule.

During this waiting period, you may wish to proceed to do an entry for another employee.

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After the waiting period, return to data entry screen and create a substitution as explained on pages 28 and 29.

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The substitution has been saved

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The attendance code and position # and hours being replaced must be indicated as above. And select save.

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The entry has been saved

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