Enterprise eTIME

Transcription

Enterprise eTIME

Enterprise eTIME
Getting Started
Participant Guide
ADP
Time & Labor Management
Copyright
Copyright
Copyright
Notice
Copyright © 2007 by Automatic Data Processing, Inc.
All Rights Reserved
The Enterprise eTIME Getting Started reference manual is copyrighted by
Automatic Data Processing, Inc. 2007. All rights reserved, including the right
to reproduce this manual or any part of it. It is against the law to copy the
software on cassette, diskette, tape, listing, or any other medium for any
purpose other than the purchaser’s personal use without the express written
permission of Automatic Data Processing, Inc.
Automatic Data Processing, Inc.
Enterprise eTIME Getting Started
Disclaimer
Automatic Data Processing (ADP), Inc. has made every effort to ensure the
information in this guide is complete, precise, and current. Automatic Data
Processing, Inc. assumes no responsibility for the consequences of errors
beyond its control.
The examples, sample windows, reports, company names, and individual
names used throughout this guide are intended for illustrative purposes only
and may not conform to your system requirements.
Trademarks
ADP is a registered trademark of ADP North America, Inc.
Windows is a registered trademark of Microsoft Corporation.
Other product names mentioned herein may be trademarks and/or registered
trademarks of other companies.
Preface
Preface
Overview
This session introduces the student to the four different employee time entry
methods and discusses how to perform timecard edits, labor account and work
rule transfers, and pay code entries. The course combines lecture,
demonstration, and hands-on practice exercises.
Prerequisites
None
Audience
This course is designed for individuals who are responsible for monitoring,
editing, and approving employee timecards for submission to payroll.
Although this course is targeted for department managers and supervisors, it
is also ideal for a payroll or human resource manager who is new to the
Enterprise eTIME application
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Preface
Notes
Notes
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Table of Contents
Table of Contents
Preface
Preface
Table of Contents
Chapter 1– Navigation
Accessing Enterprise eTIME
QuickFind Employee
QuickNavs and HyperFind Queries
Timecard Editor Display Views
Data Entry
Saving, Refreshing and Calculating a Timecard
Timecard Editor Tabs
Add, Edit, and Delete Data Entries
Exceptions
Summary
Chapter 2– Timecard Editor
Comments
Comment Notes
Cancel a Meal Deduction
Labor Account Transfers
Work Rule Transfer
Add a Pay Code
Move and Delete a Pay Code
Group Edits
Verifying Group Edit Results
Add & Delete Employees To The Pay From Schedule
Function
Manager Approval
Summary
Chapter 3– Reports
Types of Standard Manager Reports
Accessing Standard Reports
Reports Selections & Options
Generating Standard Reports
Viewing Reports
Printing & E-Mailing Reports
Summary
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Table of Contents
Table of Contents, Continued
Chapter 4– Schedules
Terms- Shift & Pattern
Terms- Schedule & Schedule Groups
Schedule Editor
Schedule Editor Workspace
Ad Hoc Shifts
Scheduling a Pay Code
Changing a Schedule
Viewing Schedule Audits
Summary
Chapter 5–Labs
Data Entry & Exceptions
Timecard Edit
Cancel Meal Deduction
Add a Comment & Note
Work Rules & Pay Codes
Group Edit- Add a Punch
Timecard Approval
Generate a Report
Maintain a Schedule
Lab Summary
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Chapter 1 – Navigation
Introduction
This session shows how a manager will access and navigate the Enterprise
eTIME interface, open and navigate the information in an employee timecard,
and correctly enter and save data.
Objectives
After completing this session, you will be able to:
•
•
•
•
•
•
•
Access an employee timecard
Use QuickNavs and HyperFind Queries
Distinguish between timecard views
Locate information in an employee timecard
Apply best practices when entering time data
Save, refresh and calculate a timecard
Describe exceptions that appear in a timecard
Contents
Topic
Accessing Enterprise eTIME
QuickFind Employee
Data Entry
Exceptions
Summary
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See Page
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Access Enterprise eTIME
Overview
Enterprise eTIME is a Web-based application, and does not require the
installation of any additional software on your workstation. You access
Enterprise eTIME via an Internet browser such as Internet Explorer or
Netscape Navigator.
Logging On
Log on using your username and password.
Password
• Passwords may be 1-50 characters and are CaSe SenSitive
Header
Within the Header section, you will find access to:
1. Tab Menus
2. Administrative links
3. Quick links
4. Show/Hide button
5. QuickNav name
6. QuickNav options
Browser
• While logged into Enterprise eTIME do NOT use the features of your
browser.
• Tools and functions to navigate, refresh, print and save are provided by the
EET application
Logging Out
• Correctly logout of the application by using the Log Off link.
• Enterprise eTIME will log off users after a pre-set period of inactivity.
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QuickFind Employee
Overview
Using the QuickFind QuickNav and a Time Period you can filter your search
for a specific person or set of people based upon their names or ID. The
results then display on the Workspace.
QuickFind
The QuickFind QuickNav link will only allow you to search all employees
that have been assigned to you based on the name criteria that you select.
Workspace
The workspace contains detailed information for the employees and time
period that are currently selected.
Information that does not fit the display width of the column is indicated by
ellipses (…). The workspace columns can be resized to display the full line
of data.
The data in a workspace may be sorted by clicking the column heading. You
can sort by either one or two columns. Manipulate columns as follows:
• Click a column header to sort the display according to the column
• Click a column header a second time reverses the sort order
Clicking a second column header sorts the display a second time according to
the second column.
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Overview
QuickNavs are the “tools” used to perform different actions in Enterprise
eTIME. HyperFind Queries are used with QuickNavs to filter “who” you
want to apply the QuickNav action based upon some selected criteria.
QuickNavs
A QuickNav is a link in Enterprise eTIME under the MY QUICKNAVS tab.
QuickNavs provide different tools to view and/or modify employee labor
account information. For example, Pay Period Close QuickNav provides a
convenient summary view of employee data. If need be (from the same
screen) timecards may be accessed to make changes.
HyperFind
Queries
HyperFind queries are used to determine the “who” and the “when” to be
displayed in a QuickNav. You determine a criterion and instruct Enterprise
eTIME to only find people in that timeframe that match your criteria.
Tips for use
Always use the default queries that your organization provides for
frequently used functions of your job, such as running standard reports on
all employees in your group.
If you can create your own HyperFind queries use the recommended
guidelines to efficiently and effectively perform searches.
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Overview
Timecard view refers to the format displayed when viewing an employee
timecard. The type of view displayed depends on the time entry method used
by an employee and how it is set up by the Enterprise eTIME administrator
based on a company’s individual requirements. The two types are:
• Hourly View
• Project View
Hourly View
Project View
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In this view, an employee’s IN and OUT punches display for each day per
pay period the employee is scheduled to work. This view also displays any
transfer information, the total hours worked in a shift, the total hours worked
for the day, and a cumulative total for the week.
Employee punches are generated by the employee punching in and out using
Enterprise eTIME Time Stamp or similar device, automatically populated
based on the employee’s schedule, or may be manually entered.
In this view, the total number of hours worked displays for each day per pay
period the employee is scheduled to work, along with the pay code associated
with those hours. This view also displays the total number of hours for the
week.
Hours are entered manually by an employee or automatically populated based
on the employee’s schedule.
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Data Entry
Overview
While editing in Enterprise eTIME, you can use your mouse or keyboard to
navigate within the Timecard view. You also have a variety of formatting
options for entering timecard data.
In Cell Editing
Data can be entered by:
• Typing directly in the timecard IN or OUT cell.
• Using menu options to apply edits within a timecard.
• By clicking the right mouse button.
Tab Key
Use the Tab Key to move horizontally one cell to the right. The Shift+Tab
key combination moves the cursor horizontally to the cell on the left.
Arrows
Within one column you can move up or down one cell using the up and down
arrow keys.
Formatting
Time Data
Enterprise eTIME will automatically format your data input.
Entry
7
730
10p
1130p
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eTIME Formatting
7:00 AM
7:30 AM
10:00 PM
11:30 PM
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Overview
Visual indicators in Enterprise eTIME let you know when you have unsaved
edits. As you enter data you have the options to refresh, calculate or save your
changes.
Saving
The name of the QuickNav turns orange and an “*” appears to indicate
unsaved changes. As you apply edits to the timecard you must remember to
save these changes to the database. Unsaved changes are not applied.
Refresh
Refresh is a way to undo the changes you have just made on the screen.
Information in a timecard or schedule comes from the database. If you do not
save your edits, the system cancels the edits and returns the data to the most
recently saved timecard view.
Calculate
Totals
You can calculate the timecard totals without saving the edits to the database.
By calculating the timecard totals, you can see the impact of changes or edits
before committing them to the system. Once you calculate the totals you can
save your edits or refresh the timecard to remove the changes.
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Overview
The tabs located below the employee timecard are informational tabs.
These tabs help monitor adjustments made to employee timecard entries.
Tabs Visibility
By default, each timecard will contain the Totals and Schedule, Accruals,
and Audit tabs. The other content dependent timecard tabs become visible
only when the specific content of the tab is entered into the timecard.
Tabs
Tab
Always
Visible
Totals &
Schedule
Displays total hours by account and pay code.
Employee schedule appears in a separate frame on
the right.
√
Accruals
Displays accrued time such as sick and vacation.
√
Audits
Displays edits made to a timecard by each user.
Displays timecard approvals by employees and
managers. Visible only when a sign-off or an
approval is completed.
√
Sign-offs &
Approvals
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Description
Comments
Displays comments attached to pay codes and
punches. Visible only when comments are attached
to a timecard.
Moved
Amounts
Displays amounts moved from one pay code to
another. Visible only when amounts have been
moved on a timecard.
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Overview
Edits
Depending on access privileges, managers have the ability to perform edits on
employee timecards. The process to add, edit, or delete entries all follow the
same process as outlined below.
STEP
ACTION
1
Select employee timecard.
2
3
Click in the cell that requires the edit. Any current punch will be
highlighted.
Enter the correct information.
4
Click Save.
Adding
The easiest method of adding a punch is in the hourly view to click on the cell
and enter the correct data directly.
Editing
There are several types of edits you can perform on punches. You can change
the punch time, the time zone, override a punch or cancel automatic
deductions.
Deleting
You can delete punches directly from the Hourly View timecard. For
example, assume that you accidentally entered the OUT punch in the second
IN field. You can select the punch and press delete on your keyboard.
Notes
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Exceptions
Overview
Menu
Options
Exceptions highlight unexpected or unusual transactions; such as when an
employee works outside their scheduled timeframe or scheduled day.
Exceptions are color coded to help to quickly identify the type of exception.
These are listed in the table below.
Indicator
Color Code
Solid Red cell
Red border around a
date
Red border around a
time
Blue border around
a date
Red outlined cell
Yellow box inside
cell
Yellow box inside a
cell
Purple transaction
(Phantom Punch)
Gray cells
(X) before a labor
account
Exception
Notes
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Description
Indicates that there is either a missed In or
Out punches. Moving the mouse over the
cell will provide more information.
Indicates that it is an unexcused absence for
the day. Moving the mouse over the cell
will provide more information.
Indicates that there is an exception to the
time stamps. Moving the mouse over the
cell will provide more information.
Indicates an excused absence for the day.
Indicates that there is an exception
associated with the time stamp and a
comment associated with the contents of
the cell.
Indicates that there is a comment associated
with the contents of the cell.
Indicates the transaction was added to the
timecard by the totalizer (i.e., system
generated). If the cell is gray, the
transaction can not be edited.
Indicate the transaction can not be edited.
Indicates that the account is not the primary
account that is being indicated in the
transfer.
• Exceptions must be configured in the Enterprise eTIME system.
• Exceptions can be associated with dates, punches or durations.
• If you move the mouse over an exception a message provides more specific
information such as “Missed Out-Punch”, “Late” or “Excused”.
• Missed punch exceptions should always be edited.
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Summary
Overview
This session showed how to access and navigate the Enterprise eTIME
interface, open and navigate the information in an employee timecard, and
correctly enter and save data.
Quick
Reference Card
Three Quick Reference Cards are provided with this module and are available
for downloading. They are Navigation, Timecard Editor Workspace and
Exceptions.
Notes
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Chapter 2 – Timecard Editor
Introduction
This session shows how a manager will use Timecard Editor to view, edit,
and approve employee time and labor data.
Objectives
After completing this session, you will be able to:
•
•
•
•
•
•
•
•
Add a comment and note to a timecard entry
Cancel a meal deduction
Perform a labor account transfer
Conduct a Work Rule transfer
Add, move and delete a Pay Code
Perform & verify the results of a group edit
Add & delete employees to the pay from schedule function
Approve timecards
Contents
Topic
Comments
Comment Notes
Work Rule Transfer
Add a Pay Code
Group Edits
Add & Delete Employees To The Pay From Schedule
Function
Manager Approval
Summary
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Comments
Overview
Comments
Comments provide more information about a punch or an amount. They can
be attached to:
• Punches
• Durations
• Pay code amounts
• Move amounts
• Historical amounts
Comments are predefined by your company.
STEP
1
2
3
4
5
Comments
ACTION
Select the time punch you want to edit.
Click Comment > Add. Alternatively right-click the punch and
select Add Punch.
From the Add Comment drop-down list, select the appropriate
comment.
Click OK.
Click Save.
Once you add a comment, a comment icon displays alongside the punch time
or amount.
To view the comment that the icon represents, click the Comments tab at the
bottom of the timecard.
It is possible to have more than one comment associated with a punch. For
example; “Late In” and “Second Occurrence.”
Comments are deleted via Comment > Delete on the menu bar or by right
clicking and deleting it from the Comment Tab below the Time Card.
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Comment Notes
Overview
Comment
Notes
Comments may have free text notes associated with them. These comments
only appear under the employees comments tab.
STEP
1
2
3
4
5
6
Notes
ACTION
Click Comment > Add. Alternatively right-click the punch and
select Add Comment.
From the Add Comment drop-down list, select the appropriate
comment.
In the Note field enter additional information.
Click OK.
Click Save.
Some key points to remember with regards to Comment notes are:
• You can’t have a note without a comment.
• Notes are limited to 255 characters.
• Notes only appear in the Comments tab. They will not appear in reports or
a HyperFind query
• Notes can’t be edited. You must delete it and add a new one.
• If you select multiple comments, the note is associated with each comment.
• Deleting the comment removes the notes associated with it.
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Overview
If an employee worked through their meal break or did not take a meal break
for the day, it must be added back to the total work hours.
You have the ability to cancel a meal deduction for an employee for a specific
shift or you can cancel all meal deductions for the entire day.
Cancel a
Meal Deduction
STEP
1
2
3
4
5
Cancel Meal
Deduction
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ACTION
Click Punch> Edit. Alternatively you can right-click the punch
and select Edit Punch or simply double-click the cell.
From the cancel deduction drop-down list, select the appropriate
deduction.
Click OK.
Click Save.
If you cancel a deduction that is not assigned to the employee, the system
does not remove any break or meal from the shift.
If you don’t know which break or meal rule the employee uses as displayed in
the cancel deduction drop down list, then select all. The all selection removes
all break or meal deductions from the shift.
Project view employees must have adjustments made to the amount of time
they entered.
To reverse the cancel deductions, select <None> from the Cancel Deduction
drop-down list.
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Labor Account Transfer
Overview
Labor account transfers are made to charge employee hours to an account
other than the employee’s primary labor account.
Managers can transfer an employee’s hours from an employee’s time card and
from a group edit.
Labor Account
Transfer
STEP
1
2
3
4
5
6
Labor Account
Transfer
ACTION
From the employee’s timecard, place your cursor in the
Transfer cell.
The drop-down menu displays the last five labor account
transfers for that employee
If the transfer labor level is not listed select Search.
Choose the desired labor level.
Highlight the account code by selecting an option from the
available entries data field.
Click OK when the correct information has been selected.
Multiple labor account transfers may occur in a single day. If you transfer an
employee to another labor account at the beginning of the shift, the entire
shift hours will be transferred unless you transfer the employee back into
his/her primary account.
A new shift automatically defaults to the employee’s primary account.
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Conduct a Work Rule Transfer
Overview
Work Rules interpret the way employee’s work time is calculated, how
their overtime is earned, how their shift differential is paid, and whether or
not time is deducted for a meal break.
A transfer of a Work Rule may occur when an employee performs a
different job and should be paid according the Work Rules of that job.
Work
Transfer
STEP
1
2
3
4
Work Rule
Transfers
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ACTION
Click the transfer cell that corresponds to the shift you want to
edit.
Click the down arrow. A list displays that shows the most resent
transfers. Click search to proceed to the Select Transfer
window.
From the Work Rule drop-down list (bottom left), select the
appropriate work rule.
Click OK. The new work rule displays in the Transfer cell.
A Work Rule transfer changes the Work Rule for part or all of a shift.
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Add a Pay Code
Overview
Enterprise eTIME uses Pay Codes to organize time and money. Regular
and overtime are examples of time pay codes. Bonus is an example of a pay
code that holds a monetary amount.
A Pay Code may be added to account for time or money in an employee’s
timecard.
Pay
Code
STEP
1
2
3
4
Add a Pay Code
Amount
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ACTION
In the timecard workspace, select an empty row or insert a row
for the appropriate date
Click the cell in Pay Code column then click the drop-down
arrow.
Select the appropriate Pay Code from the drop-down list.
Enter the appropriate number or hours in the Amount column or
click to display the down arrow and select the appropriate
option from the drop-down list.
Enter the amount of hours that the Pay Code should be applied.
Alternatively, use the full scheduled or half scheduled day options from the
drop-down menu.
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Overview
Moving a Pay
Code
An amount (dollars or hours) may be moved from one Pay Code to another
to correct a discrepancy or to account for something unexpected.
STEP
1
2
3
Delete a Pay Code
Deleting a Pay
Code
Change the value in the Total & Schedules tab from All to
Daily
Highlight the day of the Pay Code you want to move
Right click the highlighted Pay Code, then, left click Move
4
In the field labeled Pay Code, select the correct pay code from
the list box.
5
6
7
8
9
10
In the field labeled Amount, enter the correct amount.
Select the effective date.
Enter the transfer if applicable.
Enter a comment if applicable.
Click OK.
Click Save.
Deleting a Pay Code amount is the same as deleting any other data entry.
Select the cell and delete the data it contains.
STEP
1
2
3
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ACTION
ACTION
Click in the amount cell associated with pay code and press the
delete key on the keyboard
Click in the Pay Code cell and press delete.
Click Save.
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Group Edits
Overview
Group
Edits
Group edits are changes you make to multiple employees simultaneously.
STEP
1
2
3
4
Group Edits
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ACTION
Select a QuickNav and/or HyperFind Query that displays the
employees you wish to edit.
Select the first employee.
Press and hold Ctrl, then select each of the other employees
you wish to edit. The employees you select are highlighted in
yellow.
Perform the edit you wish to make.
Nearly any edit you can apply to one employee can be applied to a group of
employees in the same transaction. Some examples of the types of changes
you can make using a group edit include the following:
• Add or delete a punch
• Add or delete a pay code amount
• Add or delete an historical amount
• Reset or pay out accruals
• Add or delete pay from schedule
• Approve or sign off timecards
You can select a range of adjacent cells by selecting the first employee,
holding Shift, then selecting the last employee in the range.
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Overview
Error Log
Version 6
When you perform a group edit, it is possible that the change failed for one or
more of the selected employees. Select Group Edit Results on the General
menu tab to verify that the edits for everyone in the group were successful.
If a failure occurred, a Details hyperlink will display an error log.
Column
Displays This Information
Group Edit
Type of edit you performed
Date
Date the group edit was performed
Time
Time the group edit was submitted for processing
User Name
User name of the person performing the group edit
Status
Status of the Group Edit. This may be “Completed” or “Processing.”
Results
Number of successes and failures and the total
The Group Edit Error Log displays the employee name and a description of
the each error that occurred.
2-10
Adding & Deleting Pay from Schedule
Overview
Pay from
Schedule
Add Pay from Schedule allows you to use a person’s schedule to populate
their timecard, which is useful when you need to process a payroll early
during a holiday week.
STEP
1
2
3
4
Adding &
Deleting Paying
From Schedule
Version 6
ACTION
Press and hold Ctrl and select multiple employees, or select
Actions > Select All to select all employees.
To Add- Select Schedule> Pay From Schedule > Add.
To Delete- Select Schedule> Pay From Schedule > Delete.
In the Effective Start Date field, enter the date to begin paying
from the schedule.
In the Effective End Date field, enter the date to stop paying
from the schedule.
5
Click Comments (optional).
6
From the Comments lists, select the reason for adding pay from
schedule and click OK.
7
Click OK.
Pay from schedule can be used everyday for those employees who may edit
timecard only on an exception basis.
Employees may also be permanently marked as pay from schedule in the Pay
Rule.
2-11
Manager Approval
Overview
Manager
Approval
Once you have completed all of your timecard edits, you can approve and the
timecard data.
The Pay Period Close QuickNav is a great source for viewing multiple
employees’ approval and sign off status.
STEP
1
2
From the Approvals menu, click Approve.
4
Click Yes in response to the prompt to approve your selections.
Result: The Manager Approval column displays a “1”
indicating one manager has approved the timecard for the
previous pay period.
(Partial)
1 (Partial)
Version 6
From the Time Period list, select the time period. You can
approve an employee’s timecard for any time period.
Select the names of the employee(s) whose timecards you need
to approve.
By holding down the Ctrl key as you click each row, you can
select more than one employee for approval, or you can click
Actions>Select All and select everyone on the screen.
3
Symbol
1
Approving
Timecards
ACTION
Definition
Pay Period Approved/Signed off
1 Person Approved (Appears in cases were multiple manager
approvals are necessary.)
Only a few day(s) of the pay period are approved.
One manager has approved. Only a few day(s) of the pay
period are approved.
Approvals may be performed for a single day, any range of dates including
future dates. (i.e., current, previous, next). Approvals prevent further edits by
the employee in the hourly and project view methods. Approvals may also
prevent further edits by managers.
Approvals may be removed via the Approvals menu.
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Timecard Editor Summary
Summary
This module first presented how you efficiently enter data into Enterprise
eTIME and how you save that data.
Each common manager task in editing, and reviewing timecards was then
described in detail. Finally, the means to approve and verifying those
approvals was presented.
Quick
Reference Card
Version 6
A two-page Quick Reference Card is provided with this module and is
available for downloading. It outlines the steps to perform when completing
common managerial tasks.
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Introduction
This session shows how Enterprise eTIME is used to access, generate and
review a standard report.
Objectives
Upon completing this session, you will be able to
• Access the report function
• Select the parameters of a report
• Configure standard report options
• Generate a standard report
• View, print & email a report
Contents
Topic
Types of Standard Manager Reports
Reports Selections & Options
Viewing Reports
Printing & E-Mailing Reports
Summary
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See Page
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3-1
Types of Standard Reports
Overview
Reporting is a tool that allows you to extract information from the Enterprise
eTIME database and present it in an easy to read format that can be printed, emailed and distributed.
Standard
Reports
The Enterprise eTIME application has over 80 standard reports that are
available to managers and supervisors. The actual reports managers and
supervisors can generate and view depends on the access privileges granted in
the user report profiles.
In addition to the standard manager reports, Enterprise eTIME also has
reports available for the individual employee who enters time through a web
browser.
Examples of manager reports are displayed in the table below.
REPORT
CATEGORY
All
Report
Categories
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EXAMPLE
-
Accruals
Accrual Details
Configuration
Work Rules
Data
Collection
Detail
QuickNavs
Activity Code
Definitions
Absent Employees
Import
Import Errors
Roll-up
QuickNav
Schedule
Hours by Labor
Account
Employee Schedule Weekly
Timecard
Exceptions
DESCRIPTION
Contains All reports available to
managers in the Enterprise
eTIME System.
Displays types of accrual
transactions for each employee.
Lists the work rules defined.
Lists the Activity Code
definitions.
Displays employee’s excused and
unexcused absences through the
current day.
Displays error details about
imported data.
Displays money/hours/wages for
each Labor account.
Displays employee’s schedules of
whose home locations is one of
the selected.
Displays exceptions or comments
attached to the start or end of
shift.
Grouping reports into categories allows for context sensitive navigation to
reports depending on the area of the application from which you wish to
gather data.
3-2
Overview
Reports
Standard reports may be accessed via two methods:
1) Using the General menu tab and selecting Reports. This option defaults
the report to run on “All Home employees.”
2) Via the Report link in the header workspace to display. This method
displays information for specific individuals that are selected in the
QuickNav.
STEP
1
2
Accessing
Reports
Version 6
ACTION
To access reportsa) Click the Reports link in the workspace header or
b) From the General tab menu select Reports.
Select the report you want.
If the report link does not display on the workspace header, you have not been
granted privileges to generate reports in this manner.
3-3
Report Selections & Options
Overview
It is important to choose the accurate parameters of your report by
configuring who, when, and any additional information. Without correctly
defining this information, Enterprise eTIME has no way of knowing what
data to display for the report you selected.
Selecting
People
Select the people information by selecting one of the HyperFind queries in the
drop-down menu. As with Timecard editor the HyperFind query provides the
parameter of who and where you want to apply your report.
Selecting the
Timeframe
The timeframe for the report is defined by selecting one of the options
available in the Time Period drop-down menu
Selecting
Options
Before generating a standard report. You should define any additional pieces
of information the report should contain. Depending on the report you are
generating, different options are available that are applicable to the report.
Depending on the type of report available options may include:
• Actual/Adjusted
• Import Batch
• Absence Types
• Import Types
• Exceptions
• Pay Codes
• Holiday Credit
• Page Break
Version 6
3-4
Overview
Generating
Standard
Reports
Report Status
The report is generated by selecting Run Report.
STEP
1
ACTION
Click Run Report
Once you have selected the Run Report option, the Check Run Status menu
will automatically appear. Options are:
View Report – The Report will display in Adobe PDF Reader
Refresh Status – Will indicate whether the status is complete or otherwise
Delete – Will Delete the selected report
Print Screen – sends all the contents visible on the screen to a printer
Report Status
“Waiting”
The report information you requested is being gathered from the database
server and being transferred to the web/application server and displayed on
your desktop through the use of a browser.
This process of gathering and displaying data may take a few minutes.
Continue to check the status via the Refresh Status option from the menu
bar.
Version 6
3-5
Viewing Reports
Overview
Viewing
The report can be accessed once the report status returns the result
“Complete.”
There are two ways you can view the report information.
• Double-click on the name of the report to view it in PDF format
• From the Check Run Status menu, select View Report
To view a standard report, follow the steps outlined below.
Viewing
Reports
STEP
1
2
Version 6
ACTION
Select the Report you would like to view.
The top is the most recent.
Click View Report.
The report will display in Adobe PDF Reader.
3-6
Printing & Emailing Reports
Overview
Printing
Printing
Reports
Reports are viewed via Adobe Acrobat Reader. An Adobe acrobat file reader
application must be installed on your machine in order to read the report.
In addition to output to PDF files format, reports can be printed or emailed.
To print a standard report, follow the steps outlined below.
STEP
1
2
3
*
E-Mailing
E-Mailing
Reports
From the Select Report menu, choose Send to Printer.
Select the name of the printer where the report should be sent.*
Choose OK.
If your printer can not be selected, view the file as a PDF.
Then, use the print functionality of Adobe Reader to send it to
your default printer in your control panel.
The ability to email reports via enterprise eTIME is a configurable option in
Enterprise eTIME. To e-mail a standard report, follow the steps outlined
below.
NOTE: Your company may or may not use this option depending upon
system configuration and system compatibility.
STEP
1
2
3
Version 6
ACTION
ACTION
From the Select Report menu, choose e-mail.
In the field labeled Recipients, enter the e-mail addresses of the
individuals who should receive the report. Multiple addresses
are separated by commas.
Choose OK.
3-7
Reports Summary
Summary
This session showed how a manager accesses reports via the General menu
tab or the Report link in the Header.
Next you saw how to choose the parameters of your report by defining and
configuring “who” and “when” you want the report to gather data. Additional
optional configurations were shown that depend upon the type of report that
you are generating.
The means to generate your report and to check its run status were discussed.
Finally you saw the different methods of accessing the report and saw how it
could be viewed as a PDF, printed, or e-mailed from the application.
The steps to access, configure and view a report are outlined below.
Quick
Reference Card
Version 6
A Quick Reference Card is provided with this module and is available for
downloading. It outlines the steps to perform when completing common
managerial tasks.
3-8
Instructor’s Page
Introduction
This session shows how to access, navigate and use Schedule Editor to
perform scheduling maintenance tasks such as adding ad hoc shifts and
changing a schedule.
Objectives
Upon completing this session, you will be able to:
• Explain Scheduling Terms
• Access & Navigate Schedule Editor
• Describe the Components of the Schedule Editor Workspace
• Perform Schedule Maintenance
• Access Schedule Audits
Contents
Topic
Schedule Editor
Ad Hoc Shifts
Changing a Schedule
Summary
Version 6
See Page
4-2
4-3
4-4
4-5
4-6
4-7
4-8
4-9
4-10
4-1
Shift Overview
Shift is a span of time with a start and an end time usually within a 24 hour
period.
Shifts are the basic building block to all other elements of a schedule.
Shift Definition
Pattern
Overview
Patterns suggest a recurring design; an arrangement or an order. In Enterprise
eTIME this is also the case.
Patterns contain one or more shifts that repeat over specific days.
Pattern
Definition
Version 6
4-2
Schedule
Overview
How many times have people asked you what’s your schedule? It could mean
are you free a particular day and time or when in the upcoming week are you
working?
A schedule in Enterprise eTIME is a series of shifts that occur over a period
of time. Using the pattern example from before; (7am to 3pm shift on
Mondays, Wednesdays and Thursdays; and 3pm to 11pm shifts on Tuesdays
and Fridays); now the schedule is created.
Schedule
Definition
Schedule
Group
Overview
When a number of employees have similar working characteristics they can
be grouped together. This is called a schedule group.
This group may be used for scheduling or any other time card functions.
Schedule
Group
Definition
Version 6
4-3
Schedule Editor
Schedule Editor Schedule Editor is an integrated part of the Enterprise eTIME application. It
Overview
is used to create, view and edit schedules for your employees.
Notes
Version 6
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4-4
Access
Schedule Editor is accessed via the menu tab My QuickNavs> Schedule
Editor.
Workspace
Columns are: Name, Totals, Job, and Schedule Group.
Rows are: Employee information and column totals.
Visual
Indicator
When an employee’s regularly scheduled pattern incurs a change because of a
transfer, a visual indicator as an “X” appears next to the shift.
Version 6
4-5
Ad Hoc Shifts
Overview
Managers can use Enterprise eTIME Schedule Editor to make changes “on
the fly” to correctly account for employees’ time.
Ad-hoc shifts
To meet temporary needs managers can create ad hoc shifts for an individual
or a schedule group. The ad hoc shift replaces the scheduled shift for the
day(s) specified. It is indicated by a gold vertical bar on the right side of the
cell of the schedule.
Ad-hoc shifts
STEP
1
2
3
Version 6
ACTION
From the My QuickNavs tab select Schedule Editor and from
the workspace the employee you wish to edit.
Edits may be performed by selecting the cell of the day to edit
then from the menu Shift> Edit and entering in the new shift
information.
OrEdits may be performed by double-clicking in the cell and
editing the information directly in the cell.
Click Save to apply.
4-6
Overview
Scheduling tools allow you to schedule time in advance by applying the time
to a specific pay code.
Scheduling a
Pay Code
You can schedule, copy, move, and delete scheduled pay code edits that are
automatically transferred to the timecard
Scheduling a
Pay Code
Version 6
STEP
ACTION
1
From within the Schedule Editor, select the name of the
individual for whom you are adding the Pay Code.
2
Select the first day when the Pay Code will begin.
3
From the menu select Pay Code> Add
4
In the Pay Code Editor window complete the fields.
Pay Code – In the drop down menu select the appropriate code
Amount- Select the amount
Number of Days- Complete for the duration of the Pay Code.
Comments- Add as necessary
5
Click OK and Save.
4-7
Changing a Schedule
Changing a
Schedule
Changing a
Schedule
Version 6
Schedules can be changed from most QuickNavs via the menu bar
“Schedule” or “Shift” options.
STEP
ACTION
1
From within the Schedule Editor, select the name of the
individual for whom you are changing the schedule.
2
From the menu select Shift> Delete Pattern
At this point the employee now has no schedule.
3
From the menu select Shift> Add Pattern
4
Click for the first day of the pattern and Click Insert Pattern
5
Select a pattern from the menu.
6
Enter the pattern Work Start Date and Pattern Start Date
7
Select end date or forever and check override other patterns
8
Click OK
4-8
Overview
Managers have the ability to view changes made to an employee’s schedule.
The schedule audits will keep a record of transactions that have been
performed that affect the employee’s schedule.
Schedule
Audits
The schedule changes that are tracked include:
• Creating an ad hoc shift;
• Shifts that have been added, edited, or deleted at the individual and
• Pay codes that have been added, edited, or deleted from an individual
To view an audit trail of edits to a schedule, follow the steps outlined below.
Viewing
Schedule
Audits
STEP
1
2
3
4
5
Version 6
ACTION
From the Schedule Editor, select the employee(s) to view.
Select the appropriate time period. (i.e., previous pay period)
From the menu bar, select View > Audit.
In the field labeled Filter Rows by Type, select All.
Click OK when you have completed viewing the audit trail.
4-9
Schedules Summary
Summary
This session started with introducing essential scheduling terminology.
Next you accessed Schedule Editor and learned to navigate its workspace.
The means to perform common and routine schedule maintenance tasks were
then demonstrated using:
• Ad-Hoc Shifts
• Scheduling a Pay Code
• Changing a Schedule.
Lastly you accessed schedule audits to view changes made to an employee’s
schedule.
Quick
Reference Card
Version 6
A two-page Quick Reference Card is provided with this module and is
available for downloading. It provides fast access to the steps to perform
common scheduling tasks.
4-10
Instructor’s Page
Chapter 5– Labs
Chapter 5 – Getting Started with Enterprise eTIME Labs
Introduction
This session allows you to put into practice the knowledge that you have just
learned. Real-life scenarios will be presented for you to resolve as they would
be presented on the job. Some scenarios also include exercises to deepen your
understanding of the details of the module.
Use the manual and online help to solve the problems just as you will use
them after the class. If necessary, ask the instructor for guidance at any time.
Objectives
Upon completing this session, you will be able to perform the following
tasks• Access a timecard
• Use a QuickNav and a HyperFind Query
• Explain the information displayed in a timecard
• Perform data entry for an employee
• Perform a number of employee timecard edits
• Conduct group edits
• Timecard Approval
• Generate a report
• Maintain a schedule
Contents
Topic
Timecard Edit
Group Edit- Add a Punch
Timecard Approval
Generate a Report
Maintain a Schedule
Lab Summary
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See Page
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5-3
5-4
5-5
5-6
5-7
5-8
5-9
5-10
5-11
5-12
5-1
Chapter 5 – Labs
Scenario 1
The time for one of your employees James Hogan was not captured by any
time and labor device.
You need to enter it manually and edit accordingly.
Instructions
Log on to Enterprise eTIME as Jenny Coal (jcoal/welcome). Enter the data
below for James Hogan. In the spaces provided make note of any exceptions.
Time and
Labor Data
Employee Timecard: James Hogan
Monday – 9:04 AM to 6:00 PM
Tuesday – 9:05 AM to 6:00 PM
Wednesday – 9:00 AM to 11:00 AM
Wednesday – PTO for 6 hours.
Thursday – 9:00 AM to (no out punch)
Friday – 10:00 AM to 12:00 PM
Friday – Transferred to the Operating Room (314) as a registered nurse (515)
between the hours of 1 PM and 7 PM.
Exercise
What do the colors in and around the data cells represent?
Tuesday:
Wednesday:
Thursday:
Friday:
Viewing the Totals and Schedule tab, fill in the amounts below.
Version 6
Account
101/213/317/406/515
Pay Code
Regular
101/213/317/406/515
PTO
(x)101/213/314/406/515
Regular
Amount
5-2
Chapter 5 – Labs
Timecard Edit
Scenario 2
After reviewing Tamika Folan’s timecard, you realize she left at 4:00 PM on
the first Thursday of the Previous Pay Period. You will need to update her
timecard.
Instructions
Log on to Enterprise eTIME as Jenny Coal. Access and edit Tamika Folan’s
timecard with the correct data. You need to change her OUT punch for the
first Thursday to 4:00 PM.
When finished the timecard should look like the one below.
Exercise
What are the total shift hours for the first Thursday of the previous pay
period?
Version 6
5-3
Chapter 5 – Labs
Scenario 3
Not only did Tamika leave at 4:00 PM, she requested to work through her
one-hour lunch break on the same day. Conduct a meal deduction for Tamika
on her timecard for that day.
Instructions
As Jenny Coal, access and edit Tamika Folan’s timecard to cancel her meal
deduction.
Exercise
What are the total shift hours for the first Thursday of the previous pay
period?
Version 6
5-4
Chapter 5 – Labs
Scenario 4
Tamika Folan left early on the first Thursday of the previous pay period. You
want to add a comment so Payroll knows this was an approved event.
Instructions
As Jenny Coal, access and edit Tamika Folan’s timecard to add a comment
to her timecard indicating, “Approved.” Add a note to the comment that “Left
to attend annual corporate event.”
Exercise
What is different in Tamika’s timecard now that you have added a comment?
Version 6
5-5
Chapter 5 – Labs
Labor Account Transfer
Scenario 5
On the second Monday of the previous pay period, Tamika Folan worked a
second shift in the Surgery department in the job of a nurse manager from
7:00 PM to 11:00 PM. You need to charge this time accordingly.
Instructions
As Jenny Coal, access and edit Tamika’s timecard to adjust Tamika Folan’s
timecard to reflect this transfer.
Exercise
Viewing the Totals and Schedules tab:
How many Regular hours are applied to ///513/ account? ____________
How many hours are applied to the ///514/ account? _______________
Version 6
5-6
Chapter 5 – Labs
Scenario 6
On the second Monday of the previous pay period, from 7 PM to 11:00 PM,
Erica East was called back and worked in the Final Test department as a Test
Tech. She needs to get paid under the appropriate Work Rule for this time.
Also, on the first Tuesday of the previous pay period, Erica left early and
took 2 hours of paid time off (PTO). You have to account for this time.
Instructions
As Peggy Howards, access and edit Erica East’s timecard.
Apply the labor level transfer and transfer the work rule to “Call Back” on
Erica’s timecard and account for the paid time off.
Exercise 6a
Other than Call Back what other work rules that were available to be
selected? List two.
Exercise 6b
Use online help to search for information on charging time to pay codes,
According to online help what do the pay codes “full sched day” and “half
sched day” do?
______________________________________________________________
______________________________________________________________
Version 6
5-7
Chapter 5 – Labs
Group Edit- Add Punch
Scenario 7
A number of employees on the 7am shift were unable to punch in because
their time clock didn’t work.
Instructions
As Peggy Howards, access and edit the timecards of employeesHolly Banchoff
Desso Benitez
Brad Bullett
Perform a group edit and add a 7am punch to the first Monday in the previous
pay period. Add the comment “machine down.”
When finished verify the group edit results.
When finished the timecard should look similar to the one below.
Exercise 7
How would you resolve the missing out punch if the time clock still didn’t
work when the employees were supposed to punch out?
______________________________________________________________
______________________________________________________________
Version 6
5-8
Chapter 5 – Labs
Timecard Approval
Scenario 8
Approve your employee timecards as you would at the end of a pay period.
Instructions
Log on as Chris Powers (user id: cpowers, password: welcome). Approve
Erica East and Jane Fernandez timecards for the previous pay period.
Version 6
5-9
Chapter 5 – Labs
Generate a Report
Scenario 9
Tamika Folan has had a lot of activity on her account this week. Run a report
that would show the hours for each labor account in which she accrued hours
in the previous pay period. These hours would be organized by pay code.
Include a graphically summary.
Instructions
As Jenny Coal, run a report on Tamika Folan.
Choose the appropriate report based upon the scenario.
View the report on the screen as a .pdf.
When finished the report should look similar to the one below.
Version 6
5-10
Chapter 5 – Labs
Maintain a Schedule
Scenario 10
In the Schedules chapter (4-8), Rene Farmer changed schedules with Jane
Fernandez. Complete the scenario and now assign Rene Farmers old schedule
to Jane Fernandez.
Instructions
Jane’s schedule will change at the start of the next pay period. She will switch
shifts permanently with Rene Farmer.
Jane’s Current schedule is:
Current Schedule:
M-F 7- 3:30 pm employed as a Maternity RN and assigned group day office.
New Schedule:
M-F 9-6 Day Office employed as a Maternity RN and assigned group day
office.
When finished the timecard should look similar to the one below.
Version 6
5-11
Chapter 5 – Labs
Lab Summary
End of Lab
Inform the instructor when you have completed all the lab exercises.
After all participants are finished you will be brought together for a session
summary and to answer any questions that the exercises may have raised.
Notes
Version 6
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5-12

Enterprise eTIME

Transcription

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