Manager Functions Supervisor...TM02 Time and Attendance–Manager Functions s 10 Setting Date and...
Transcript of Manager Functions Supervisor...TM02 Time and Attendance–Manager Functions s 10 Setting Date and...
ManagerFunctionsTM02TimeandAttendanceGettoknowEmpCenterfromthemanager’sperspectivetolearnfunctionsandworkflowrelatedtomanagingemployees.
byWorkForceSoftwareforUniversityofGuelph
July22,2013EmpCenter®9.2
July
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TableofContentsIntroduction...........................................................................................................................1
Objectives...................................................................................................................................1 Conventions................................................................................................................................1 Certification................................................................................................................................3 Comments...................................................................................................................................3
Lesson1:TheManagerDashboard.........................................................................................5
ManagerFunctions.....................................................................................................................5
TimeEntry...............................................................................................................................5 Reports....................................................................................................................................6 Schedules.................................................................................................................................6 Settings....................................................................................................................................6
CustomizingtheDashboard........................................................................................................6
RearrangingFunctionLinks......................................................................................................6 CreatingDashboardFavorites.................................................................................................7 RemovingaFunctionfromFavorites.......................................................................................7
Lesson2:UnderstandingTimesheetComponents...................................................................9
TimesheetWindowButtons.......................................................................................................9 SettingDateandSaveOptions.................................................................................................10 FindingTimesheets...................................................................................................................10 SortingTimesheets...................................................................................................................11 NavigatingTimesheets..............................................................................................................11
Lesson3:WorkingwithEmployeeTimesheets......................................................................13
EditingEmployeeTime.............................................................................................................13
UsingPayCodes.....................................................................................................................13 EnteringTimesheetDetails....................................................................................................14 ExceptionHandling................................................................................................................15 DeletingaTimeEntry............................................................................................................16
GroupTimeEntry......................................................................................................................17
AddingandEditingGroupEntries..........................................................................................20 UsingOtherGroupTimeEntryTools.....................................................................................22
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Lesson4:Premiums...............................................................................................................25
Lesson5:WorkingwithSchedules.........................................................................................27
StandardScheduleAssignment................................................................................................27
AssigningPermanentScheduleTemplates............................................................................27 AssigningTemporaryScheduleTemplates............................................................................28 AssigningSchedulestoDatesOutsideofCurrentPayPeriod...............................................30 EditanAssignedSchedule.....................................................................................................32
GroupScheduleEntry...............................................................................................................32 AdvancedScheduler.................................................................................................................35
Lesson6:OtherManagerFunctions.......................................................................................37
End-of-PeriodReminders..........................................................................................................37 ApprovingTimesheets..............................................................................................................37
RejectingTimesheets.............................................................................................................40
AmendingTimesheets..............................................................................................................43 ApprovingTimeOffRequests...................................................................................................46
CancellinganApprovedTime-OffRequest............................................................................47
Delegation.................................................................................................................................49
CancellingorRevokingaDelegatedRole..............................................................................52
Lesson7:GeneratingReports................................................................................................55
GeneralReports.....................................................................................................................55 ViewReports.........................................................................................................................55
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IntroductionThisguidesupplementsinstructor-ledclassroomtrainingandhelpsyoulearnthemostcommonlyusedfunctionsintheEmpCenterTimeandAttendanceapplication.TheintendedaudienceisthosewhowilluseEmpCenterTimeandAttendancetoreporttime,requesttimeoff,andgeneratereports.SomeimagesinthisdocumentrepresentcommonEmpCenterfunctionsandmaynotexactlymatchthoseinyourconfiguration.
ObjectivesInthiscourseyouwilllearnhowto:
• LogintoEmpCenterandnavigatethroughtheapplicationasamanager• Editemployeetimesheetinformation• Reviewbankbalancesandpaycalculations• Approveandamendemployeetimesheets• Processtime-offrequests• Performend-of-periodactivitiesasamanager• Delegateprivilegestoothers• Generatereports
Conventions Thisguideusesthefollowingnotationalconventions:
• Boldtextisusedfortabnames,filemenunames,policynames(PayCodepolicy),functionicons(SubmitTimesheeticon),computercommands(pressEnter),andbookorguidenames
• Boldtextandtherightcaretsymbol(>)areusedtodepictmenuchoicesinahierarchicalfashion.Forexample,youmaybeaskedtodrilldowntoatreechoicesuchasAllPolicies>PolicyRecords>LaborDistribution.ThatmeansyouwillclickAllPoliciesatthetopofthetree,followedbyPolicyRecords,andthenLaborDistributioninsuccession.
• Bolditalicsisusedforfieldnames(Status_Code_1field).• Shadedsansseriftextisusedtoindicateaformulaorprogrammingstatement.• Borderedtextisusedtoindicatenotes,importantinformation,orwarnings.
Borderedtextdepictsnotes,cautions,orwarnings.
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• Shadedtextisusedtoindicateexamples.
EXAMPLE:Thisisanexample.
F TIP:Theimageatleftdepictshelpfultips.
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CertificationTheAmericanPayrollAssociation(www.americanpayroll.org)hasapprovedthisprogram(coursecode12WKFC-026)for3.5recertificationcredithours.
CommentsWorkForceSoftwareiscommittedtothedeliveryofhighqualityandcomprehensivetraining.Ifyouhaveanyfeedbackyouwishtoshareaboutthisdocument,pleasesubmitittothefollowingemailaddress:
Pleaseincludethefollowinginformationinyouremail:
• Documenttitle• Topictitle• Levelofexpertiseintheproduct(beginning,intermediate,advanced)• Comments(includingpagenumberswhereapplicable)
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Lesson1:TheManagerDashboardThefunctionsavailableontheEmpCenterdashboarddependonthetypeofroleoftheuser.Themanager’sdashboardoffersfunctionsnotavailabletonon-managementemployeestoassistmanagersinhandlingthetimeandattendancedataoftheiremployees.Managerscanusetheseoptionstoperformsuchfunctionsaseditingandapprovingemployeetimesheets,assigningschedules,orreviewingemployeetimeoffrequests.
Figure1:ManagerDashboard.
ManagerFunctionsThefunctionsavailableonthedashboardarearrangedingroupsofrelatedtasks.Seebelowforadescriptionofeachofthelinksonyourdashboard.
TimeEntry• EnterMyHours:View,enterorupdatetimesheetdatathroughthetimesheet.• EditEmployeeTime:Viewandeditemployeetimesheets.• EditTimeforGroups:Addandedittimeentriesforagroupofassignmentsatonce.• ApproveTimesheets:Approvetimesheetsforgroupsofemployeeassignments.Insteadof
approvingtimesheetsindividually,youcanapprovethetimesheetsforallemployeeassignmentsinagroup.
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Reports• ViewGeneralReports:Generategeneralreportstoviewtimesheetinformationfora
certainperiod,delegatedroles,orcommentsontimesheets.• ViewGroupReports:Generategroupreportstoviewtimesheetinformationforacertain
period,delegatedroles,orcommentsontimesheets.
Schedules• EmployeeCalendars:ShowstheEmployeeCalendarwindow,whichdisplayseventssuchas
timeoff,pendingtimeoff,andholiday.• MyTimeOff:Submittimeoffrequests,tracksthestatusofyourrequests,andviewsthe
historyofpastrequests.• ReviewTimeoffRequests:Approveorrejectemployeetimeoffrequests.• AssignSchedules:Assignschedulesorschedulecyclestoemployees.• ManageGroupSchedules:Enablestheaddingandeditingofschedulesforanentiregroup
ofassignmentsatonce.Managersshouldusethiswindowforone-timeschedulemodifications.
Settings• ChangeMyPassword:Changeyourpassword.Checkwithyoursystemadministratortofind
outwhetherthereareanypasswordrulesorrestrictions.• ManageDelegations:Therolesforanassignmentgroupcanbedelegatedtoanotheruser.
Whendelegatingassignmentgrouproles,theownercandelegateonlythoserolesthatareatorbelowtheowner’sroleforthegroup;i.e.,anownerwithmanagerroleforagroupcannotdelegatethePayrolladministratorroletothegroup.Theownerdelegatingtherolescanindicateiftherecipientofthedelegationisallowedtore-delegatetheroletoanotheruser.Onceanownerhasdelegatedarole,thatownercanalsocancelthedelegation.
CustomizingtheDashboardEmpCenterversion8.2andlatersupportsthefollowingdashboardcustomizationfeatures:
RearrangingFunctionLinksTorearrangetheorderinwhichfunctionsappearwithinacategory,clickanddragthefunctionlink.
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Figure2:RearrangingFunctionlinks.
CreatingDashboardFavoritesHoverthemousepointeroverthefunction’sstariconandclickittomovethefunctiontotheFavoritessectionofthedashboard.
Figure3:CreatingDashboardfavorites.
RemovingaFunctionfromFavoritesHoverthepointerovertherespectivefunctionlinkandclickthestaricon.Thefunctionreturnstoitsoriginalcategory.
Figure4:RemovingaFunctionfromFavorites.
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Lesson2:UnderstandingTimesheetComponentsWhenviewingandeditingindividualemployeetimesheetsorschedules,theworkareaofthemanager’swindowresemblestheworkareaofanemployee’swindow,andincludesbuttonsthatperformsimilartasks.
TimesheetWindowButtonsButton ButtonFunction
TheMinimizebuttonletsyouhidetheassignmenttree.Whenhidden,thebuttontogglestoaMaximizebutton.
ThePrevandNextbuttonsmoveyoutothepreviousornextrecordavailable,respectively,basedonyourselectioncriteria.
TheFindbuttonlocatesrecordsbasedonacommonsetofsearchcriteria.Tosortyoursearchresults,clickthetopofanycolumnintheFindEmployeeswindow.
TheSortbuttonarrangesemployeerecordsinaspecificorder.
ThePayPeriodbutton,inTableandListview,displaysthetimesheet’speriod.InDayView,thisbuttonindicatesthedatedisplayedinthetimesheet.Thisbuttonopensapop-upcalendarfromwhichyoucanselectapayperiod.
1. Clickanassignmentintheassignmenttreeontheleftsideofthewindowtorevealthe
group’semployees.2. Clickanametoopentheemployee’stimesheet.
Figure5:Employeetimesheet.
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SettingDateandSaveOptionsYoucanspecifydateandsaveoptionsthathelpyoulocateandprocessemployeetimesheetsorschedulesmoreefficiently.Theoptionsyouselectremainvalidforthecurrentsessiononly.
3. Tosetthedateandsaveoptions,clickthePayPeriodbuttontoaccessapop-upcalendar.4. Selecttheperiodfromthecalendarbydoingoneofthefollowing:
• Clickthedesireddate.Theperiodcontainingthatdateappears.• ClicktheCurrentPeriodbuttontospecifythecurrentperiod.• ClicktheTodaybuttontospecifytheperiodcontainingtoday’sdate.Theselected
periodappearsinyellow.
5. ClickthearrowintheSavebuttontoaccessitsdrop-downmenu,andchoosewhatthesystemwilldowheneveryousaveanemployee’stimesheet.Bydefault,thesystemsavesjusttheemployee’stimesheetandperformsnofurtheraction.
• SelectSaveandNexttodirectthesystemtosavetheemployee’stimesheet,thencloseit,anddisplaythetimesheetofthenextemployeeinthegroup.
• SelectSaveandFindtodirectthesystemtosavetheemployee’stimesheet,thencloseitandopentheFindEmployeespop-upwindow.
FindingTimesheetsUsetheFindbuttontoquicklylocatethetimesheetforanemployeeorasetofemployeesbasedonspecificsearchcriteria.
1. ClicktheFindbuttontodisplaytheFindEmployeespop-upwindow.2. Enteryoursearchcriteria.Forexample,youmayenteraLastName,EmployeeNumber,or
PolicyProfile.Youcanalsouseacharacterstringandorthewildcardcharacter(*)toretrievealistofemployeesmatchingthecharactersyouenter.
3. ClickSearchtofindtherecords,orclickCanceltoexitthepop-upwithoutsearching.
Whenthesearchcompletes,theresultsexpandwithintheFindEmployeespop-upwindowandappearinatable.YouareabletosortyoursearchresultsbyclickingthetopofanycolumnintheFindEmployeespop-upwindow.
4. Clickarowinthetabletodisplaytherecordforthatemployee.Torefineyoursearch,clicktheplusbutton toexpandSearchCriteria,makeanychanges,andclickSearch.
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SortingTimesheetsUseSorttospecifytheorderinwhichtoarrangerecords.
• Tosortrecords,clicktheSortbuttontodisplaytheSortdrop-downlist.• Selecttheoptionbywhichyouwanttherecordssorted.
NavigatingTimesheets1. Toselectapayperiodforviewingorediting,clicktheWorkPeriodbuttontoaccessthe
pop-upcalendar,andselectapayperiod.2. UsetheMinimizeandMaximizebuttonstocollapseorexpandtheleftpanel.
Figure6:Navigatingtimesheets.
3. UseTaborShift+Tabtomovebetweenfieldsonthetimesheet.4. ClicktheScheduletabtodisplaytheemployee’sworkschedule.5. ClicktheExceptionstabonthebottompaneltodisplaysystem-generatedmessagesrelated
tothetimesheet.6. ClicktheTimeOffBalancetabtoviewtheemployee’sbankbalances.7. ClicktheResultstabtoviewapaysummaryofthetimesheet.8. SelectandclickthePrintitemfromtheMorebuttontoprintthetimesheet.
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9. ClicktheSaveicontosaveanychangesyoumake.
• SelectandclicktheSaveandFindoptionfromtheSavebuttontosavethetimesheetandautomaticallyopentheFindEmployeeswindow.
• SelecttheSaveandNextoptiontosavethetimesheetandautomaticallyopenthetimesheetofthenextemployeeinthegroup.
Figure7:SaveandFind.
Figure8:FindEmployee.
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Lesson3:WorkingwithEmployeeTimesheets
EditingEmployeeTimeTheManagerTimeEntrywindowenablesyouto:
• Editemployeetimesheets• Viewanemployee’stimeoffbalancesandpaypreview
1. SelectTimeEntry>EditEmployeeTimeinthedashboard.TheManagerTimeEntrywindowappears.
2. Selectanassignmentgroupifyouhavebeendelegatedmorethanonegroupofemployees.3. Selectanemployeefromthatassignmentgroup.Theemployee’stimesheetappears.
Figure9:WorkingwithEmployeeTimesheets.
EditingthetimesheetforanassignmentintheManagerTimeEntrywindowisthesameasworkinginthePersonalTimeEntrywindow.
UsingPayCodesApaycodeisanentry-typeidentifierrequiredforeverytransactionrecordedonatimesheetorschedule.Eachpaycodehasanentrytypesuchasamount,elapsedtime,orin/outtime.Managersmayhaveaccesstocertainpaycodeswhichareunavailabletoemployeesandcanmodifyemployeetimesheetsbyselectingfromanumberofadditionalpaycodes.
Paycodessuchasvacationorsickwillincreaseordecreasetimeoffbanks.
1. Openanemployee’stimesheet.2. Selecttheneededpaycode.
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Figure10:UsingPayCodes.
EnteringTimesheetDetailsTheCommentsfieldcanbeusedtoenterdetailsaboutaninfrequentlyusedpaycodetoatimesheetentryortoenteranyadditionalinformationrelatedtoaparticulartimeentry.Ifatimesheetentrycontainsanydetails,aCommentIndicatorappearsinthefieldassociatedwiththecomment.
1. ClicktheCommenttabtoexpandandcollapsetheCommentsfield.
Figure11:EnteringTimesheetdetails.
AnalternativemethodistopresstheShiftandEnterkeysatthesametime.
Figure12:EnteringComments.
Bydefault,whentheCommentsfieldcontainsdata,thecommentindicatorandcommenttogglearegreen.IftheCommentsfieldcontainsanyinvaliddata,suchasaninvaliddateformatortoomanycharacters,thecommentindicatorisred.
Figure13:Comments.
1. TohidetheCommentsfield,clicktheCommenttab.
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Figure14:Commenttab.
ExceptionHandlingAnexceptionisaconflictnotedbetweentimeandattendanceinformationandtherulesunderwhichthetimesheetisprocessed.ExceptionsgeneratemessageswhichappearintheExceptionstabontheTimeEntrywindow.Somemessagesareinformationalandrequirenoaction;othersrequireasatisfactoryresolutionbeforethetimesheetcanbesuccessfullysubmitted.Errorlevelexceptionsmustbecorrectedbeforetherespectivetimeispaid.
TheExceptionstabpresentsexceptions.Eachexceptionshowsthe:
• Dateoftheexception• Exceptionmessagedescribingtheproblem• Severityoftheexception(Informational,Error,orWarning)• Anyactionwhichmayberequired
Ifatimeentryhasarelatedexception,acolor-codedexceptionpinappearswhich,whenclicked,displaystheExceptiontab.Theexceptionmessagesarealsocolor-codedtoidentifythelevelofseverity,andsometimesthesystemisconfiguredtoautomaticallysende-mailnotificationoftheexceptiontoyouoranotherappropriateparty.Toviewexceptionsforaspecificday,selecttheFilterexceptionbydaycheckbox.
• White:Noexceptionsoronlyinformationalmessagespresent• Yellow:Warningspresent• Red:Errorspresent
Bydefault,exceptionmessagesaredisplayedindecreasingorderofseverity.Therankofseveritycodes,fromlowesttohighest,isasfollows:
SeverityLevel FieldOptions
LeastSevere NoExceptions
Informationalmessage–noactionrequired
Informationalmessage–actionmaybe
Warning
Warning–paiddifferentlythanentered
Error–recordnotpaid
MostSevere Error–entiretimesheetnotpaid/held
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1. Selectanycolumnheader(Date,ExceptionMessage,orActionRequired)toreorderthelist.
2. Clickthearrowwhichappearsnexttothecolumnnametoselectadifferentsortorder.
Figure15:SortingExceptions.
3. Timeentriesassociatedwithexceptionsappearonthetimesheetmarkedwithacoloredpin.
Figure16:Exceptions.
4. Clickthepintodisplaytheexceptionmessage.
Figure17:ExceptionMessages.
DeletingaTimeEntryYoucandeletearowoftime,atimetransactioncommonlycalledaslice,inTableView.
1. SwitchtoTableviewifnecessary.2. Todeleteatimeslice,selectthetimeslicetodelete.3. Right-clickandselectDeleteEntry.
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GroupTimeEntryTheGroupTimeEntrywindowenablesmanagerstoperformbulktimeentrytasksforgroupsofemployees.Youcaneditanentireorpartialgroupofemployees.Forexample,youcanaddaweekoftrainingtoagroupofemployeesinadivisionoraddaholidayforanentireunit.
1. TodisplaytheGroupTimeEntrywindow,selectEditTimeforGroupsfromtheTimeEntryareaofthedashboard.
Figure18:EditTimeforGroups.
TheGroupTimeEntryWindowappears:TheGroupTimeEntrywindowenablesyoutoselectandeditentriesformultipletimesheets.Yourwindowmayalsocontainbuttonsforothertools,dependingonthesystemconfiguration.
Figure:GroupTimeEntrywindow.
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2. Toselectgroupentries,selecttheappropriateassignmentgroupfromtheAssignmentGroupdrop-downmenu.Oncetherelevantinformationloads,agriddisplaysemployeenames,days,anddates.
Figure:AssignmentGroupdrop-downmenu.
Forlargegroups,onlythefirst50membersdisplay.Usethefilterbuttontorefineyourresults.
Timeentriesassociatedwithwarninganderrorexceptionsappearwithashadedbackground.Yellowindicatesexceptionwarnings,whileredindicateserrorexceptions.Ifyoursystemhasbeenconfiguredtoincludecross-periodexceptions,across-periodexceptionbuttonappearstotherightoftheemployeename.
1. Inmostcases,thegrid’sdefaultviewdisplaysthecurrentpayperiod.Tochooseadifferentpayperiod,selectadatethatfallswithinthatpayperiodbydoingoneofthefollowing:
• EnteradateintheDatefield.Useoneofthefollowingformats:MM/DD/YY,MM/DD/YYYY,YY/MM/DD,orMM-DD-YY,includingtheslashesordashes.
• Alternatively,clicktheCalendarbutton(ifavailable)andselectadate.Afterselectinganewdate,thegridautomaticallyupdatestothatdate.
2. Selectentriestomodifybyclickingtheappropriatecellsinthegrid.
• Toselectalldatesinthetimeperiod,clickthecellcontainingtheemployee(assignment)name.
• Toselectaspecificdateforallmembersinthegroup(i.e.,acolumn),clickthecellcontainingthedate(thecolumnheader).
• Toselectspecificdatesforspecificmembers,clickthecellsyouwouldliketoedit.
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• Toselectarangeofcells,clickthefirstcellintherange,andthenpressSHIFTwhileclickingthelastcellintherange.
• Toselectmultipleconcurrentcells,clickacellanddragthemouseacrossadditionalcellswhileholdingdownthemousebutton.
• ClicktheClearSelectionbuttontostartover.
3. SelecttheDailyEntryAdd/Editoptiontoapplydifferentchangestoindividualemployees.
Figure:DailyEntryAdd/Edit.
4. EditthetimesheetasyouwouldintheManagerTimeEntrywindow.
Figure:ManagerTimeEntrywindow.
5. YoucanusethedropdownmenutoswitchbetweentheDailyEntryandtheGroupEntry.
Figure:GroupEntry.
6. SelecttheGroupEntryAdd/Editoptiontoapplyasinglechangetoallemployees.7. Afteryou’vemadethedesirededits,selectSaveandReturntosavethechangesandreturn
tothemainGroupTimeEntryWindow.
Figure:GroupTimeEntry-SaveandReturn
• SelectSavetosavechangesandremainonthesamepage.
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• SelectBacktoreturntothemainwindowwithoutsavingthechanges.
8. Toedittheassignmentsofemployeesinadifferentgroup,selectadifferentgroupfromtheAssignmentGroupdrop-downmenu.
AddingandEditingGroupEntriesYoucanaddandeditentriesforjustafewrecordsoralargenumberofrecords.
1. Toaddoreditgroupentries,selectthecellsforwhichentriesaretobeaddedormodified.2. Choosethetaskandmethodtobeperformed.
• IntheGroupEntryarea,clickAddorEdittoaddoreditlargegroupsofentries.Thisisagoodchoicewhenyouhaveselecteddatesforentiregroupsofassignments.
Figure:GroupEntry–AddandEdit.
• IntheDailyEntryarea,clickAddorEdittoaddoreditdailyentries.Thisisagoodchoicewhenyouhaveselectedjustafewassignmentsoranindividualassignment.
Figure:DailyEntry–AddandEdit.
TheGroupTimeEntrywindowopensineitherGroupEntryvieworDayviewforaddingandeditinggroupentries.
Figure:GroupTimeEntryView.
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Figure:GroupTimeEntry–DayView.
Whenyouselectoneormoreassignmentsforediting,thewindowdisplaysthepaycodefortheinandouttimes,andgroupsconsecutiveinandouttimeswiththesamepaycode.Inandouttimesaregroupedeveniftherearegapsbetweenthem,providedthetimesarenotseparatedbyanotherinandouttimewithadifferentpaycode.
Forexample,intheGroupEntryview,theRegularpaycodesaregroupedtogetherinonerow,andtheOVERTIMEpaycodeisgroupedinadifferentrow,similartotheTableViewintheTimeEntryWindow.TheDayViewlistseachemployee’sworkeddaysinaseparaterow,similartotheListViewintheTimeEntryWindow.
3. Makethenecessarychangesoradditions.
• ClicktheInsertbuttontoaddtimeorscheduleentries.
• ClicktheDeletebuttontodeletetimeorscheduleentries.• UseTaborShift+Tabtomovebetweenfields.
4. Saveyourwork.
• ClicktheSavebuttontosaveyourchanges.• ClicktheSaveandReturnbuttontosaveyourchangesandgobacktotheentrygrid.• ClicktheBackbuttontoexitthewindowwithoutsavingyourchanges.
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UsingOtherGroupTimeEntryToolsInadditiontothestandardtoolsusedforworkingwithmultipleentries,youcanusethefollowingoptionsifyoursystemhasbeenconfiguredtoincludethem.
Button Description
Retrievealistofrecordsmatchingaspecificsetofcriteria.Thefiltersearchesallassignmentstowhichyouhaveaccess.
Arrangesyourrecordsinaspecificorder.
Letsyoutakeactiononexceptions.
FilterEmployees1. Tofilteremployees,enteryoursearchcriteria.Forexample,youmayenteraLastName,
EmployeeNumber,orHireDate.2. Youcanalsouseacharacterstringand/orthewildcardcharacter(*)toretrievealistof
assignmentsmatchingthecharactersyouenter.3. Ifyouincludeawildcard,usetheMaxResultsfieldtolimitthenumberofrecordsdisplayed.4. ClickSearchtofindthematchingrecords,orclickCanceltoexitthepop-upwithout
searching.
SortEmployees1. Inthelistofsortoptions,arrangetheoptionsintheorderbywhichtherecordswillsort.For
example,youcansortfirstbyhiredate,thenbylastname,etc.2. ClickSorttousethesorthierarchyyouhavespecified,orclickCloseWindowtoexitthe
pop-upwithoutsearching.
EditExceptions1. Selectexceptionstomodifybyclickingtheappropriatecellsinthegrid.
• Toselectalldatesinthetimeperiod,clickthecellcontainingtheemployee(assignment)name.
• Toselectaspecificdateforallmembersinthegroup(i.e.,acolumn),clickthecellcontainingthedate(thecolumnheader).
• Toselectspecificdatesforspecificmembers,clickthecellsyouwouldliketoedit.• Selectarangeofcells,clickthefirstcellintherange,andthenpresstheShiftkeywhile
clickingthelastcellintherange.• Toselectmultipleconcurrentcells,clickacellanddragthemouseacrossadditionalcells
whileholdingdownthemousebutton.
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2. ClicktheEditExceptionsbutton.Anewwindowopensforaddressingandresolvingexceptions.Dependingonyourconfiguration,theappearanceofthiswindowcanvary.
3. Toselectcertainexceptiontypes,dothefollowing:
a. ClicktheExceptionFilterbutton.TheExceptionFilterdialogboxopenstoletyouselectspecificexceptionsandtofilterexceptionsbyseveritylevel.
Figure:ExceptionFilerdialogbox.
b. FromtheMinimumExceptionSeverityLeveldrop-downlist,selectthelowestlevelexceptionyouwanttovieworedit.
c. InExceptionCodes,selectthespecificexceptionsyouwanttovieworedit.Bydefault,thesystemselectsallexceptioncodes.
d. Dooneofthefollowing:
i. Tosaveyourchanges,clickSave.TheExceptionFilterdialogclosesandtheGroupTimeEntrywindowdisplaysthefilteredresults.
ii. Todisplayallexceptions,clickResettoDefault.TheExceptionFilterdialogclosesandtheGroupTimeEntryWindowdisplaysunfilteredresults.
iii. Tocancelanyfilterchanges,clickCloseWindow.TheExceptionFilterdialogclosesandtheGroupTimeEntryWindowdisplaydoesnotchange.
4. Makethenecessarychangesoradditions.
a. ClicktheInsertbuttontoaddtimeorscheduleentries.b. ClicktheDeletebuttontodeletetimeorscheduleentries.c. SelecttheAcknowledgedcheckboxtoacknowledgetheexception.
5. Saveyourwork.
a. ClicktheSavebuttontosaveyourchanges.b. ClicktheSaveandReturnbuttontosaveyourchangesandgobacktotheentrygrid.
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c. ClicktheBackbuttontoexitthewindowwithoutsavingyourchanges.
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Lesson4:PremiumsApremiumisextrapayreceivedwhencertainconditionsaremet.Themostcommonlyknownpremiumis“Overtime”andthemostcommonlyknownconditionforearningovertimeisworkingmorethanfortyhoursinaweek.YourorganizationalpremiumshavebeensetupinEmpCenterbasedontheconditionsstatedintheestablishedprojectbusinessandpayrules.
EmpCenterautomaticallycalculatesmostpremiumswithnospecialactionrequiredonyourpart.Onlyrarelywillyouneedtotakesomeactiontocauseanemployeetoreceiveanearnedpremium.ThetablebelowdescribesthepremiumssetupinEmpCenterandrequiredactions,ifany,toensurethatemployeesareproperlypaidforearnedpremiums.CheckthePayResultstabontheemployeetimesheettoverifythatthesystemcalculatedtheexpectedpremium.
PremiumName RequiredAction ActionInitiatedBy
Overtime None None
HolidayWorkTime None None
ShiftPremium None None
HolidayHours None None
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Lesson5:WorkingwithSchedulesThereareavarietyofwaystoassignschedules,develop,oredittheminEmpCenter.Thischapterdescribeseachofthemethodsavailabletoyou.NOTE:SchedulescreatedinAdvanceSchedulerwillbediscussedinadifferentclass.
StandardScheduleAssignmentEmpCenterhasanativeschedulingfunctionalityusefulforthoseorganizationsthatdonothaveverycomplexschedulingneeds.Onceschedulesandschedulecycles(optional,forrotatingscheduleneeds)havebeencreated,managerscaneasilyassignthemtoindividualsortogroupsofemployees.
1. Toassigneitherapermanentortemporaryscheduletemplate,beginbyselectingAssignSchedulesfromtheSchedulesareaofthedashboard.TheScheduleMaintenancewindowappears.
Figure:AssignSchedulesareaonDashboard.
2. ChooseAssignScheduleTemplatesfromthePermanentChangessectionorAssignScheduleTemplatesfromtheTemporaryChangessection.
AssigningPermanentScheduleTemplatesAnadministratormaydevelopscheduletemplatesforemployeeswithworkactivitiesthatfollowaregularpatternfrompayperiodtopayperiod.Managerscanthenassignthescheduletemplateonceandhaveitappliedonapermanentbasistosuccessivepayperiods.
1. InthePermanentChangesareaoftheScheduleMaintenancewindow,clickAssignScheduleTemplates.
2. Selectanassignmentgroupfromtheassignmenttreeontheleft.Awindowappearsthatliststheemployeesintheselectedgroup.
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3. Selectthecheckboxnexttothenameoftheemployee.
OptionalStep:Toapplythesamevaluestomorethanoneemployeeinthegroup,selectthecheckboxbesidethenameofeachdesiredemployeeorselectthecheckboxatthetopoftheNamefieldtoselectallassignments.MakeallchangesintheMassEditsectionatthebottomofthewindow.
Figure:AssigningPermanentScheduleTemplates.
4. SelecttheManagerOverridecheckboxtomaketheScheduleTemplatefieldactive.5. FromtheScheduleTemplatedrop-downlist,selectthecorrectscheduletemplate.6. EnterthedateonwhichtobeginthescheduleintheEffectiveDatefield.Thedatemustfall
withintheperioddefinedintheValidDateRangefield.
• Therecommendedbestpracticeistoselectthefirstdateinthepayperiodwheneverpossible.
• Asecondrecommendedbestpracticeistoselectthefirstdateintheworkweek.
7. Aftercompletingyourpermanentscheduletemplateassignments,choosehowtoproceed.
• ClicktheSaveicontosaveyourchanges.• ClicktheReseticontoclearyourchangesandstartagain.• ClicktheBackicontoreturntotheScheduleMaintenancewindowwithoutsavingyour
changes.
AssigningTemporaryScheduleTemplatesAnadministratormaydevelopscheduletemplatesforemployeestofollowonatemporarybasis;i.e.,withinaspecificpayperiodorforalimitedlengthoftime.Managerscanthenassignthescheduletemplateonan“asneeded”basis.
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1. IntheTemporaryChangesareaoftheScheduleMaintenancewindow,clickAssignScheduleTemplates.
2. Selectanassignmentgroupfromtheassignmenttreeontheleft.Awindowappearsthatliststheemployeesintheselectedgroup.
3. Selectthecheckboxnexttothenameoftheemployee.
Figure:TemporaryScheduleTemplateAssignment.
OptionalStep:Toapplythesamevaluestomorethanoneemployeeinthegroup,selectthecheckboxbesidethenameofeachdesiredemployeeorselectthecheckboxatthetopoftheNamefieldtoselectallassignments.MakeallchangesintheMassEditsectionatthebottomofthewindow.
4. SelecttheManagerOverridecheckboxtomaketheScheduleTemplatefieldactive.
Figure:ManagerOverride–ScheduleTemplate.
5. FromtheScheduleTemplatedrop-downlist,selectthecorrectscheduletemplate.6. EnterthedateonwhichtobeginthescheduleintheEffectiveDatefield.Thedatemustfall
withintheperioddefinedintheValidDateRangefield.
• Therecommendedbestpracticeistoselectthefirstdateinthepayperiodwheneverpossible.
• Asecondrecommendedbestpracticeistoselectthefirstdateintheworkweek.
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OptionalStep:Ifmakingchangestomorethanoneemployeeinthegroup,makeallofthechangesdescribedinSteps4through6intheMassEditrowatthebottomofthescreenandthenclickApplytoallcheckedrows.
7. Aftercompletingyourpermanentscheduletemplateassignments,choosehowyouwanttoproceed.
Figure:CompletingPermanentScheduleTemplateAssignments.
• ClicktheSaveicontosaveyourchanges.• ClicktheReseticontoclearyourchangesandstartagain.• ClicktheBackicontoreturntotheScheduleMaintenancewindowwithoutsavingyour
changes.
Scheduleassignmentsusingthismethodwillremainineffectforexactlyonepayperiod.Afterthat,theemployeewillrevertbacktohisorhernormallyassignedschedule.
AssigningSchedulestoDatesOutsideofCurrentPayPeriodManagerscanscheduleemployeesforassignmentstodatesoutsideofthecurrentpayperiod.Examplesareemployeeswithschedulesdifferentfromotherassignments,orforemployeeswhowillbetemporarilyworkingonaprojectorschedulethatisoutsideoftheirnormalduties.
1. Toassigneitherapermanentortemporaryscheduletemplate,beginbyselectingAssignSchedulesfromtheSchedulesareaofthedashboard.TheScheduleMaintenancewindowappears.
2. InthePermanentChangesareaoftheScheduleMaintenancewindow,clickAssignScheduleTemplates.
3. ClickthecheckboxbelowEmployeesActiveOnandselecttheweekyouwanttoassignfromthecalendar.TherangeintheValidDateRangecolumnattherightofthescreenwillchangetoapayperiodthatincludestheweekyou’vejustselected.
Figure:EmployeeActiveOncheckbox.
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4. Selectanassignmentgroupfromtheassignmenttreeontheleft.Awindowappearsthatliststheemployeesintheselectedgroup.
5. Selectthecheckboxnexttothenameoftheemployee.
OptionalStep:Toapplythesamevaluestomorethanoneemployeeinthegroup,selectthecheckboxbesidethenameofeachdesiredemployeeorselectthecheckboxatthetopoftheNamefieldtoselectallassignments.MakeallchangesintheMassEditsectionatthebottomofthewindow.
6. SelecttheManagerOverridecheckboxtomaketheScheduleTemplatefieldactive.7. FromtheScheduleTemplatedrop-downlist,selectthecorrectscheduletemplate.
Figure:ScheduleTemplatedrop-downlist.
8. EnterthedateonwhichtobeginthescheduleintheEffectiveDatefield.ThedatemustfallwithintheperioddefinedintheValidDateRangefield.
• Therecommendedbestpracticeistoselectthefirstdateinthepayperiodwheneverpossible.
• Asecondrecommendedbestpracticeistoselectthefirstdateintheworkweek.
OptionalStep:Ifmakingchangestomorethanoneemployeeinthegroup,makeallofthechangesdescribedinSteps4through6intheMassEditrowatthebottomofthescreenandthenclickApplytoallcheckedrows.
9. Aftercompletingyourpermanentscheduletemplateassignments,choosehowyouwanttoproceed.
• ClicktheSaveicontosaveyourchanges.• ClicktheReseticontoclearyourchangesandstartagain.• ClicktheBackicontoreturntotheScheduleMaintenancewindowwithoutsavingyour
changes.
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EditanAssignedScheduleEmployeesareoccasionallyaskedtodeviatefromtheirnormalscheduleforaveryshortamountoftime,perhapsasingledayoroneweek.Whenthathappens,itcanbeeasiertochangetheschedulefromtheManagerTimeEntrywindow.Thismethodworkswellforassignmentswithschedulesthataredifferentthanmostotherassignmentsorforemployeeswhotemporarilyworkonaprojectorscheduleoutsideoftheirnormalduties.
1. UsetheScheduletabfromtheManagerTimeEntrywindow.2. Selectanassignmentgroup.3. Selectanemployeetodevelopindividualschedulesforemployeeassignments.
Figure:EditasAssignedSchedule.
Schedulechangesusingthismethodwillremainineffectonlyforthedatesaffected.Afterthat,theemployeewillrevertbacktohisorhernormallyassignedschedule.
GroupScheduleEntryGroupScheduleentryletsmanagersaddandeditschedulesforanentiregroupofassignmentsatonce.Managersshouldusethiswindowforone-timeschedulemodifications,andnotforrecurringortemporarychanges.
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1. Fromthedashboard,selectSchedulesèManageGroupSchedules.TheGroupScheduleWindowappears.
Figure:GroupSchedulewindow.
2. Toselectoreditscheduleentriesformultipleemployees,selectanassignmentgroupfrom
theAssignmentGroupdrop-downmenu.Agriddisplaysemployeenames,days,anddates.
Figure:AssignmentGroupdrop-downmenu.
Themaximumnumberofassignmentsdisplayedinthegriddependsonthemaximumnumberdefinedbyyoursystemadministrator.Ifanassignmentgroupexceedsthemaximumnumberallowedfordisplay,amessageappearsabovethegrid.
Figure:AssignmentGroup–FilterEmployees.
3. Inmostcases,thedefaultviewdisplaysthecurrentpayperiod.Tochooseadifferentpayperiod,selectadatethatfallswithinthatpayperiodbydoingoneofthefollowing:
a. EnteradateintheDatefield.Useoneofthefollowingformats:MM/DD/YY,MM/DD/YYYY,YY/MM/DD,orMM-DD-YY,includingtheslashesordashes.
b. Alternatively,clicktheCalendarbuttonandselectadate.
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Afterselectinganewdate,thegridautomaticallyupdatestothatdate.
4. Selectentriestomodifybyclickingtheappropriatecellsinthegrid.
• Toselectalldatesinthetimeperiod,clickthecellcontainingtheEmployeename.• Toselectaspecificdateforallmembersinthegroup(i.e.,acolumn),clickthecell
containingthedate(thecolumnheader).• Toselectspecificdatesforspecificmembers,clickthecellsyouneedtoedit.• Toselectarangeofcells,clickthefirstcellintherange,andthenpresstheShiftkey
whileclickingthelastcellintherange.• Toselectmultipleconcurrentcells,clickacellanddragthemouseacrossadditionalcells
whileholdingdownthemousebutton.
TheClearSelectionbuttonclearsthegridifyoumadeamistakeorneedtostartover.
5. Toedittheassignmentsofemployeesinadifferentgroup,selectadifferentgroupfromtheAssignmentGroupdrop-downmenu.
6. IntheGroupEntryarea,clickEdit.TheGroupScheduleWindowappears.
Figure:GroupSchedulewindow.
7. Makethenecessarychanges.
• ClicktheInsertbuttontoaddtimeorscheduleentries.
• ClicktheDeletebuttontodeletetimeorscheduleentries.• UseTaborShift+Tabtomovebetweenfields.
8. Saveyourchanges:
• ClicktheSavebuttontosaveyourchangesandcontinue.• ClicktheSaveandReturnbuttontosaveyourchangesandgobacktotheentrygrid.• ClicktheBackbuttontoexitthewindowwithoutsavingyourchanges.
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AdvancedSchedulerSomeorganizationsoptforthegreaterfunctionalityavailabletotheminourAdvancedSchedulerproduct.IfyouhaveemployeeswhoarescheduledinAdvancedScheduler,theirscheduleswillbemodifiedthere.PleaseseeyourschedulerorrefertoAS01AdvancedScheduler–SchedulerFunctionsformoreinformationaboutmanagingschedulesintheAdvancedScheduler.
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Lesson6:OtherManagerFunctionsManagershaveresponsibilitiestoperformothertasksinEmpCentersuchasassigningschedulesorapprovingtimesheets.Eachofthoseadditionalfunctionsisdescribedinthischapter.
End-of-PeriodRemindersAttheendofeachpayperiod,mosttimeentryemployeeswillsubmittheirtimesheets,andmanagerswillreviewandapproveemployeetimesheetsusingtheApproveTimesheetsfunction.Remindermessagesaresenttoremindemployeesthattimesheetsneedtobeenteredandsubmittednearorattheendofaworkperiod.Remindersaresenttoremindmanagerstoapproveemployeetimesheets.Remindersaresentonlytomanagerswhohavenotapprovedalloftheiremployeetimesheets.Remindere-mailsaresentasindicatedinthefollowingtable.
Date/Time Sentto Activity
Wednesdayat9:00am
Employees Remindertosubmittimesheets(tothosewhohavenotsubmittedtimesheetsyet)
Thursdayat10:00am
Managers Firstremindertoreviewandapprovetimesheets(onlysentfortimesheetsthathavenotyetbeenapproved)
Thursdayat3:00pm
Managers Secondremindertoreviewandapprovetimesheets(onlysentfortimesheetsthathavenotyetbeenapproved)
ApprovingTimesheetsManagerscanapprovehoursforindividualemployeesorforanentiregroup.Whenyoureviewemployeehours,thesystemallowsyoutoseewhetheranemployee’stimesheetcontainsanyexceptionmessages.
Timesheetswitherrorsneedattentionbeforeapproval.Youcanchoosetoopenandedittimesheetstocorrectanyconditioncausinganexception,torejecttimesheetsanddirectemployeestocorrectthem,orapprovethemdespiteexceptions.Ifthereisamixtureoferror-freetimesheetsandtimesheetswithexceptions,youhavetheoptionofapprovingtheerror-freetimesheetsimmediately.Theprimaryfocusofapprovingorrejectinghoursistocorrecttimesheetstoeliminateexceptions.
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1. Toapproveorrejectemployeetime,selectTimeEntryèApproveTimesheets.TheApproveTimesheetswindowappears.
Figure:ApproveTimesheetswindow.
2. Fromtheassignmenttree,selectthegroupforwhichyouwanttoapproveorrejecthours.
Figure:Approve/Rejecthours.
3. TheApproveCurrentTimesheetswindowappears.Thenamesoftheemployeesinthegrouppopulatethemainwindow.
Figure:ApproveCurrentTimesheets.
4. Youcanviewanemployee’stimesheetbyclickingontherowoftherespectiveemployee.Ifyouwouldliketoviewtimesheetsendingonadifferentdatethanthedefault(thecurrentdate),dothefollowing:
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a. SelectthecheckboxintheEmployeesActiveOnfield.Apop-upcalendarappears.
Figure:EmployeeActiveOnfield.
b. Selectadifferentdate.Thewindowupdateswithtimesheetinformationfortheperiodcontainingthedateyouselected.
c. Ifyouwouldliketoreturntothecurrentdate,deselectthecheckboxintheEmployeesActiveOnfield.
5. Toapproveemployeetimesheets,dothefollowing:
a. Approvetheemployeehours.Toapproveanindividualemployee’shours,selecttheApprovecheckboxintheManager’sApprovalfield.TheApprovebuttonforanacceptedtimesheetincludesagreencheckmark.
Figure:ManagersApprovalcheckbox.
Thisisatoggle;youcanclickitagaintoundotheapproval.
b. Ifthetimesheetdataindicatesthatalltimesheetshavebeensubmittedwithoutanyerrorsorexceptionsthatwillpreventyoufromapprovingthem,youcanapprovethematonceusingtheApproveAllbutton.
c. Ifthetimesheetdataindicatesamixtureoferror-freetimesheetsandtimesheetswithexceptions,youcanapprovetheerror-freetimesheetsimmediatelybycheckingtheboxforManager’sApproval.Ofcourse,youmaychoosetocorrectalltimesheeterrorsfirst,andthenapproveallemployeesatonce.
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6. ClickSaveApprovals.
Thehoursfortheapplicableemployeesaresavedforthespecifiedworkperiod.Whenemployeesaccesstheirtimesheetforthatworkperiod,anoteappearsinformingthemthatthehourshavebeenapproved.Theywillnotbeabletoenterchangestotheirtimesheetforthatworkperiod.
RejectingTimesheetsTorejectanemployeetimesheet,dothefollowing:
1. ClicktheRejecttimesheetbuttonintheManagerApprovalfield.
Figure:RejectingTimesheets.
2. TheRejectTimesheetwindowappears.
Figure:RejectTimesheetwindow.
3. Iftheemployeehasanemailaddressonfileyoucansendanemailnotificationtotheemployeeabouttheirrejectedtimesheet.CompletethefieldsintheRejectTimesheetdialog,usingthefollowingtableasaguideline.
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FIELD DESCRIPTION
Notify Theemployeetobenotifiedabouttherejectedtimesheet.
Emailsubject Thesubjecttitleoftheemailtobesenttotheemployee.(Theemailsubjectcanbechanged.)
Emailmessage Amessagetoconveytotheemployeeabouttherejectedtimesheet.
Comments Additionalinformationabouttherejectedtimesheet.
4. Dooneofthefollowing:
• ClickRejecttorejectthetimesheetandsendthee-mailmessage.• ClickCloseWindowtoquittheRejectTimesheetwindowwithoutrejectingthe
timesheet.• ClickUndotorescindthepreviousrejectionofatimesheet.Thisoptionisenabledonlyif
youpreviouslyrejectedthetimesheet.
ClickingUndomovesthetimesheettoaneutralstatus.YoucanalsoundoarejectedtimesheetbyselectingthecheckboxontheApprovebuttonandclickingSaveApproval.Thismethodwillsavethetimesheetas“approved.”
5. Ifyouhaverejectedthetimesheet,theApprovebuttonis“grayedout.”ClickSaveApprovals.Oncesaved,theApprovebuttonforarejectedtimesheetisnolonger“grayedout”.
Figure:Approvebutton.
6. ClicktheHistorybuttontoviewtheapprovalorrejectionhistoryforanemployeetimesheet.
Figure:ApprovalHistory.
7. TheApprovalHistoryforEmployeewindowappears.TheApprovalHistorywindowdisplaystheactiontaken,whotookaction,thedateandtimeoftheaction,anye-mailmessagessent,andcommentsmade.
8. ReviewandclickCloseWindow.
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Figure:ApprovalHistorywindow.
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AmendingTimesheetsManagerscanamendtimesheetsforpastpayperiodsforemployeesinassignmentgroupsdelegatedtothem.Howfarbackinthepastamendmentsarepermittedisdeterminedbyyourorganizationalrulesandcandifferbyrole.Thelimitsinyourorganizationareasfollows:
Table1:Limits,byrole,foramendingtimesheets.
Role Limitation
Employee CannotAmend
Manager(GeneralRole) Canamendtheirowntimesheetsfor14days
Manager(GroupRole) Canamendemployeetimesheetsfor30days
Administrator(GeneralRole)
Canamendtheirowntimesheetsfor14days
Administrator(GroupRole) Canamendemployeetinesheetsfor365days
SuperUser(GroupRole) Canamendemployeetinesheetsfor365days
• Datafromamendedtimesheetsarenotincludedinreportsunlesstheamendedtimesheethasbeenapprovedorapprovedandlocked.
• Amendedtimesheetsmustbeapprovedbyamanager,orahigherrole,tobeincludedinendofperiodprocessingandpaid.
• Anychangesmadetoatimesheetthathasalreadybeenpaidwillcascadethroughalltimesheetsupthroughthecurrentpayperiod.Thedifferencewillbeappliedtothecurrentpayandbankbalances.
• Ifyouamendapasttimesheettoaccountforavacationdaythatthatwasenteredasaworkday,thenthatchange–becauseitaffectsthevacationbank–isusedtorecalculatethebankbalancesforeachsuccessivetimesheetupthroughthecurrentpayperiod.
1. Toamendatimesheet,clicktheAmendbuttonforthetimesheetinthepayperiodthatneedstobemodified.
Figure:Amendbutton.
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2. Thetimesheetopensforedits.EditandSavethetimesheet.TheOtherVersionsbuttonappears.
Figure:OtherVersionsbutton.
3. ClicktheOtherVersionsbutton.TheTimesheetVersionswindowappears.
Figure:Timesheetversionswindow.
4. ClickViewThisVersiontodisplaytheoriginalversionofthetimesheet.
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5. ClickCompareToOpenVersiontolistthedifferencesbetweenthetwoversions.Apop-upwindowdisplaystheresultsofthecomparison.
Figure:TimesheetComparisonreport.
6. Afterviewingthecomparison,youcanprinttheresults,orclosethewindowtoreturntothetimesheet.
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ApprovingTimeOffRequestsWhenanemployeesubmitsatimeoffrequest,therequestisforwardedtotheemployee’smanagerforreview.Themanagercanthenapproveorrejecttherequest.
1. Toviewalistingofthetimeoffrequeststhathavebeensubmittedbyemployees,selectSchedulesèReviewTimeOffRequestsonthedashboard.TheTimeOffReviewSummarywindowappears,listingpendingrequests,ifany,andahistoryofpastrequests.
Figure:TimeOffReviewSummary.
2. Selectanemployee.Therequestforthatemployeeappears,includingthehoursrequested,remainingbankbalances,andhistoryoftherequest.
NoticethattheRequestSummarywindowincludesalinktotheGroupSchedulewindow(OpentheGroupSchedule),whichenablesyoutoensurethatstaffingneedswillbemetduringthetimeperiodaffectedbytherequest.TheGroupSchedulewindowalsodisplaysanyothertimeoffrequestsalreadyapproved.
Figure:RequestSummary.
3. SelecttheApproveRequestbutton.
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TheManagerCommentsdialogboxappears.UsetheManagerCommentsfieldtoforwardcommentsabouttherequesttotheemployee.
4. SelectApproveRequest.TheRequestSummarywindowappearsagain.ThepreviousrequestnowappearsontheTimeOffRequestHistorytab.
Figure:TimeOffReviewSummary.
CancellinganApprovedTime-OffRequest1. Tocancelanapprovedtimeoffrequest,selectarequestfromtheTimeOffRequestHistory
tab.TheRequestSummarywindowappears.
Figure:CancellinganApprovedTime-OffRequest.
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2. ClickCancelRequest.TheReasonforCancellationwindowappears.
Figure:ReasonforCancellation.
3. Enterareasonforcancellation,ifnecessary.ThecancellationisineffectafteryouselectCancelRequest.Aconfirmationmessagedisplays.
Figure:CancelRequestconfirmationmessage.
4. ThestatusoftherequestontheTimeOffRequestHistorytabischangedfrom“Approved”to“Cancelled”.
Figure:TimeoffRequestHistory.
5. Clickthecancelledrequesttoseeadetailedhistoryoftherequest.
Figure:History.
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DelegationDelegationistheactofgrantinganothermemberoftheorganizationauthorityoveragroupofemployees(anassignmentgroup)whenthetypicallyassignedpersonisnotavailable.Forexample,amanagergoingonvacationforaweekcandelegateauthorityoverhisorheremployeestoanothermanagertoensuretimesheetsarereviewedandapprovedinhisorherabsence.
Ausercandelegateanassignmentgroupandgrantthedelegationrecipienthisorherroleor,insomecases,alowerroletodefinethedelegationrecipient’saccesstothegroup.Whendelegating,theownercandelegateonlythoserolesthatareatorbelowtheowner’sroleforthegroup;i.e.,someonewithmanagerroleforagroupcannotdelegatetheAdministratorroletoothers.
Yoursystemhasseveralrolesdefined.Rolesthatmaybedelegatedandtheroleswhicheachcandelegatearedefinedasfollows:
Role RoleswhichMaybeDelegated
Employee None,cannotdelegate
Manager(GeneralRole) None,cannotdelegate
Manager(GroupRole) Manager,Supervisor
PayrollAdministrator(GeneralRole)
None,cannotdelegate
PayrollAdministrator(GroupRole)
PayrollAdministrator
Superuser None,cannotdelegate
Delegator All
1. Todelegateroles,selectSettingsèManageDelegationsfromthedashboard.TheManage
Delegationswindowappears.
Figure:ManageDelegations.
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2. ClickDelegateAuthority.TheEnterSearchCriteriawindowappearswhichletsyousearchforoneormoreassignmentgroups.
Figure:EnterSearchCriteria.
3. Enteryoursearchcriteria.Youcanenteracharacterstringand/orthewildcardcharacter(*)toretrievealistofgroupsmatchingthecharactersyouenter.
4. ClickSearch.Awindowliststheassignmentgroupsmatchingyoursearch,alongwiththerolesyouaregrantedforeachgroup.
Figure:ChooseDelegateOptions.
5. Foreachassignmentgroupbeingdelegated,chooseyourdelegationoptions.
• IntheAssignmentGroupcolumn,selectthecheckboxnexttotheassignmentgroupname.
• IntheYourRolecolumn,usethedrop-downmenutoselecttherolestobedelegatedfortheassignmentgroup.
• IntheEffectiveDateandEndEffectiveDatecolumns,enterthedatesduringwhichtheassignmentgrouproleswillbedelegated.
• EffectiveDatedefaultstotoday.• EndEffectiveDatedefaultstooneweekfromtoday.Tomakeadelegation
permanent,enteranEndEffectiveDateof12/31/3000.• Ifyouaredelegatingmanygroupsandenteringmanydates,youcanomitthe
slashes.Thesystemwillinsertthemforyouasyouexitthedatefields.
• IntheAllowRe-delegationcolumn,placeacheckmarkinthecheckboxtoallowthedelegationrecipienttodelegatetheassignmentgrouptoanotheruser.
IMPORTANT!Allowingredelegationletsthedelegateshareauthorityovertheassignmentgroupwithanotheruser.Ifthathappens,thesystemwillnotautomatically
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notifyyouandemployeeinformationcouldbeinadvertentlysharedwithotherswhoshouldnotseeit.BestpracticeistoneverchecktheAllowRe-delegationcheckbox.
6. ClickNexttodisplayasearchwindowforselectingtheuserwhowillbedelegatedthatassignmentgroup.
7. Inthesearchwindow,enteryoursearchcriteria.Youcanalsouseacharacterstring,thewildcardcharacter(*),oracombinationtoretrievealistofusersmatchingthecharactersyouenter.Ifyouareincludingawildcard,usetheMaxResultsfieldtolimitthenumberofdisplayedrecords.
Figure:SearchforDelegationRecipients.
8. ClickSearch.Awindowappearswiththeresultsofthesearch.
Figure:SearchResults.
9. Selectadelegate.
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10. ClickSelect.Aconfirmationmessageappearsthatindicatesasuccessfuldelegation.
Figure:StatusMessage.
Ifanydelegationsfail,astatusmessageappearslistingtheunsuccessfuldelegationsandwhytheyfailed.Forexample,adelegationcouldfailbecausetheassignmentgroupisalreadydelegatedtotheselecteddelegate.
11. ClickContinuetoreturntotheManageDelegationswindow.
CancellingorRevokingaDelegatedRoleOnceanownerhasdelegatedarole,thatownercanalsocancelthedelegation.
1. SelectSettingsèManageDelegationsintheintheDashboard.2. IntheManageDelegationsdialogbox,clickView/RevokeDelegations.
TheEnterSearchCriteriawindowappears.
Figure:EnteraSearchCriteria.
3. Enteryoursearchcriteria.
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Awindowappearsthatliststherolescurrentlydelegatedwithinyourassignmentgroups,alongwithyourroleforeachgroup.
Figure:Delegations.
4. Ifanassignmentgroupcontainsmorethanonedelegatedrole,clicktheExpandGroupbuttondisplayednexttotheAssignmentGroupnametoseeallofthedelegatedroles.
Figure:Delegations–AssignmentGroup.
5. IntheActionscolumn,selectthedelegationtobecancelled.
• SelectingRevokecancelsonlythedelegationappearinginasinglerow.
Figure:Actions–Revoke.
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• SelectingRevokeAll(ifshown)cancelsalldelegationsforthatassignmentgroup.
Figure:Action–RevokeAll.
Anewwindowappearslistingthedelegatedrighttobecancelled.
Figure:RevokeDelegatedRoles.
6. ChoosethedateonwhichtherevocationistobeineffectorselecttheRevokeImmediatecheckbox.
7. ClickConfirmtoproceedwiththecancellation.Amessageappearsverifyingthecancelleddelegation.
Figure:StatusMessage.
8. ClickContinuetoreturntotheDelegationswindow.
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Lesson7:GeneratingReports
GeneralReportsGeneralreportsprovideinformationaboutyourpersonaltimesheetdata.Youcanviewtimesheetinformationforaspecifiedperiod,timespentonprojects,absences,bankbalances,andmore.SeeTM01TimeandAttendance–EmployeeFunctionsformoreinformation.
ViewReportsReportsprovidespecificinformationaboutselectgroupsofemployees.
1. Toviewagroupreport,clickViewReportsfromtheReportsareaonthedashboard.
Figure:Reports–ViewReports.
2. Alistofreportcategoriesappears.
Figure:Listofreportcategories.
3. Dooneofthefollowing:
• Scrolltothenameofthereportyouwanttogenerate.• Viewreportsinareportcategory.
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i. Selectthecategory;forexample,ManagerReports.Therightfieldpopulateswiththevariousreportsorsubcategoriesinthatcategory.
Figure:Reports-ManagerReports.
ii. Selectasubcategoryifnecessary.iii. Intheright-mostfield,selectthenameofthereporttogenerate.
• Searchforthereport.
i. EnterthenameorpartofthenameofthereportintheSearchfield.ii. PresstheEnterkey.
4. ReportswiththesearchcriteriaintheirnameappearinaSearchResultspane.Clickthenameofthereportyouwanttogenerate.
5. Asecondpaneappears,allowingyoutospecifyreportcriteria.Completethevariousfields.ClickRunReport.
Figure:ReportCriteria–RunReport.
6. Selectyourpreferredoutputformat:
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Figure:RunReportNow–Delivery.
• Exceltoview/printtheoutputinanExcelspreadsheet.• HTMLtoviewthereportinthebrowserwindowasawebpage.• PDFtoview/printtheoutputinAdobePDFformat.
7. ClickRunNowtoprocessthereport.EmpCenterdisplaysthereportinaseparatewindow.
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