Manager Functions Supervisor...TM02 Time and Attendance–Manager Functions s 10 Setting Date and...

ManagerFunctionsTM02TimeandAttendanceGettoknowEmpCenterfromthemanager’sperspectivetolearnfunctionsandworkflowrelatedtomanagingemployees.

byWorkForceSoftwareforUniversityofGuelph

July22,2013EmpCenter®9.2

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TM02TimeandAttendance–ManagerFunctions

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

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

Introduction

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.

Introd

• Shadedtextisusedtoindicateexamples.

EXAMPLE:Thisisanexample.

F TIP:Theimageatleftdepictshelpfultips.

Introduction

CertificationTheAmericanPayrollAssociation(www.americanpayroll.org)hasapprovedthisprogram(coursecode12WKFC-026)for3.5recertificationcredithours.

CommentsWorkForceSoftwareiscommittedtothedeliveryofhighqualityandcomprehensivetraining.Ifyouhaveanyfeedbackyouwishtoshareaboutthisdocument,pleasesubmitittothefollowingemailaddress:

wfstraining@workforcesoftware.com

Pleaseincludethefollowinginformationinyouremail:

• Documenttitle• Topictitle• Levelofexpertiseintheproduct(beginning,intermediate,advanced)• Comments(includingpagenumberswhereapplicable)

Lesson1:TheManagerDashboard

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.

Lesson

anagerDashb

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.

Lesson1:TheManagerDashboard

Figure2:RearrangingFunctionlinks.

CreatingDashboardFavoritesHoverthemousepointeroverthefunction’sstariconandclickittomovethefunctiontotheFavoritessectionofthedashboard.

Figure3:CreatingDashboardfavorites.

RemovingaFunctionfromFavoritesHoverthepointerovertherespectivefunctionlinkandclickthestaricon.Thefunctionreturnstoitsoriginalcategory.

Figure4:RemovingaFunctionfromFavorites.

Lesson2:UnderstandingTim

esheetComponents

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.

Lesson2:UnderstandingTim

esheetComponents

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.

Lesson3:Workingw

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esheets

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.

Lesson3:Workingw

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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.

Lesson4:Premium

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

Lesson5:Workingw

ithSchedules

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.

Lesson5:Workingw

ithSchedules

1. IntheTemporaryChangesareaoftheScheduleMaintenancewindow,clickAssignScheduleTemplates.

Figure:TemporaryScheduleTemplateAssignment.

4. SelecttheManagerOverridecheckboxtomaketheScheduleTemplatefieldactive.

Figure:ManagerOverride–ScheduleTemplate.

5. FromtheScheduleTemplatedrop-downlist,selectthecorrectscheduletemplate.6. EnterthedateonwhichtobeginthescheduleintheEffectiveDatefield.Thedatemustfall

withintheperioddefinedintheValidDateRangefield.

Lesson

orking

OptionalStep:Ifmakingchangestomorethanoneemployeeinthegroup,makeallofthechangesdescribedinSteps4through6intheMassEditrowatthebottomofthescreenandthenclickApplytoallcheckedrows.

7. Aftercompletingyourpermanentscheduletemplateassignments,choosehowyouwanttoproceed.

Figure:CompletingPermanentScheduleTemplateAssignments.

changes.

Scheduleassignmentsusingthismethodwillremainineffectforexactlyonepayperiod.Afterthat,theemployeewillrevertbacktohisorhernormallyassignedschedule.

AssigningSchedulestoDatesOutsideofCurrentPayPeriodManagerscanscheduleemployeesforassignmentstodatesoutsideofthecurrentpayperiod.Examplesareemployeeswithschedulesdifferentfromotherassignments,orforemployeeswhowillbetemporarilyworkingonaprojectorschedulethatisoutsideoftheirnormalduties.

1. Toassigneitherapermanentortemporaryscheduletemplate,beginbyselectingAssignSchedulesfromtheSchedulesareaofthedashboard.TheScheduleMaintenancewindowappears.

2. InthePermanentChangesareaoftheScheduleMaintenancewindow,clickAssignScheduleTemplates.

3. ClickthecheckboxbelowEmployeesActiveOnandselecttheweekyouwanttoassignfromthecalendar.TherangeintheValidDateRangecolumnattherightofthescreenwillchangetoapayperiodthatincludestheweekyou’vejustselected.

Figure:EmployeeActiveOncheckbox.

Lesson5:Workingw

ithSchedules

6. SelecttheManagerOverridecheckboxtomaketheScheduleTemplatefieldactive.7. FromtheScheduleTemplatedrop-downlist,selectthecorrectscheduletemplate.

Figure:ScheduleTemplatedrop-downlist.

8. EnterthedateonwhichtobeginthescheduleintheEffectiveDatefield.ThedatemustfallwithintheperioddefinedintheValidDateRangefield.

OptionalStep:Ifmakingchangestomorethanoneemployeeinthegroup,makeallofthechangesdescribedinSteps4through6intheMassEditrowatthebottomofthescreenandthenclickApplytoallcheckedrows.

9. Aftercompletingyourpermanentscheduletemplateassignments,choosehowyouwanttoproceed.

changes.

Lesson

orking

EditanAssignedScheduleEmployeesareoccasionallyaskedtodeviatefromtheirnormalscheduleforaveryshortamountoftime,perhapsasingledayoroneweek.Whenthathappens,itcanbeeasiertochangetheschedulefromtheManagerTimeEntrywindow.Thismethodworkswellforassignmentswithschedulesthataredifferentthanmostotherassignmentsorforemployeeswhotemporarilyworkonaprojectorscheduleoutsideoftheirnormalduties.

1. UsetheScheduletabfromtheManagerTimeEntrywindow.2. Selectanassignmentgroup.3. Selectanemployeetodevelopindividualschedulesforemployeeassignments.

Figure:EditasAssignedSchedule.

Schedulechangesusingthismethodwillremainineffectonlyforthedatesaffected.Afterthat,theemployeewillrevertbacktohisorhernormallyassignedschedule.

GroupScheduleEntryGroupScheduleentryletsmanagersaddandeditschedulesforanentiregroupofassignmentsatonce.Managersshouldusethiswindowforone-timeschedulemodifications,andnotforrecurringortemporarychanges.

Lesson5:Workingw

ithSchedules

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.

Lesson

orking

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.

Lesson5:Workingw

ithSchedules

AdvancedSchedulerSomeorganizationsoptforthegreaterfunctionalityavailabletotheminourAdvancedSchedulerproduct.IfyouhaveemployeeswhoarescheduledinAdvancedScheduler,theirscheduleswillbemodifiedthere.PleaseseeyourschedulerorrefertoAS01AdvancedScheduler–SchedulerFunctionsformoreinformationaboutmanagingschedulesintheAdvancedScheduler.

Lesson6:OtherM

anagerFunctions

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.

Lesson

anagerFun

ctions

1. Toapproveorrejectemployeetime,selectTimeEntryèApproveTimesheets.TheApproveTimesheetswindowappears.

Figure:ApproveTimesheetswindow.

2. Fromtheassignmenttree,selectthegroupforwhichyouwanttoapproveorrejecthours.

Figure:Approve/Rejecthours.

3. TheApproveCurrentTimesheetswindowappears.Thenamesoftheemployeesinthegrouppopulatethemainwindow.

Figure:ApproveCurrentTimesheets.

4. Youcanviewanemployee’stimesheetbyclickingontherowoftherespectiveemployee.Ifyouwouldliketoviewtimesheetsendingonadifferentdatethanthedefault(thecurrentdate),dothefollowing:

Lesson6:OtherM

anagerFunctions

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.

Lesson

anagerFun

ctions

6. ClickSaveApprovals.

Thehoursfortheapplicableemployeesaresavedforthespecifiedworkperiod.Whenemployeesaccesstheirtimesheetforthatworkperiod,anoteappearsinformingthemthatthehourshavebeenapproved.Theywillnotbeabletoenterchangestotheirtimesheetforthatworkperiod.

RejectingTimesheetsTorejectanemployeetimesheet,dothefollowing:

1. ClicktheRejecttimesheetbuttonintheManagerApprovalfield.

Figure:RejectingTimesheets.

2. TheRejectTimesheetwindowappears.

Figure:RejectTimesheetwindow.

3. Iftheemployeehasanemailaddressonfileyoucansendanemailnotificationtotheemployeeabouttheirrejectedtimesheet.CompletethefieldsintheRejectTimesheetdialog,usingthefollowingtableasaguideline.

Lesson6:OtherM

anagerFunctions

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.

Lesson

anagerFun

ctions

Figure:ApprovalHistorywindow.

Lesson6:OtherM

anagerFunctions

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.

Lesson

anagerFun

ctions

2. Thetimesheetopensforedits.EditandSavethetimesheet.TheOtherVersionsbuttonappears.

Figure:OtherVersionsbutton.

3. ClicktheOtherVersionsbutton.TheTimesheetVersionswindowappears.

Figure:Timesheetversionswindow.

4. ClickViewThisVersiontodisplaytheoriginalversionofthetimesheet.

Lesson6:OtherM

anagerFunctions

5. ClickCompareToOpenVersiontolistthedifferencesbetweenthetwoversions.Apop-upwindowdisplaystheresultsofthecomparison.

Figure:TimesheetComparisonreport.

6. Afterviewingthecomparison,youcanprinttheresults,orclosethewindowtoreturntothetimesheet.

Lesson

anagerFun

ctions

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.

Lesson6:OtherM

anagerFunctions

TheManagerCommentsdialogboxappears.UsetheManagerCommentsfieldtoforwardcommentsabouttherequesttotheemployee.

4. SelectApproveRequest.TheRequestSummarywindowappearsagain.ThepreviousrequestnowappearsontheTimeOffRequestHistorytab.

Figure:TimeOffReviewSummary.

CancellinganApprovedTime-OffRequest1. Tocancelanapprovedtimeoffrequest,selectarequestfromtheTimeOffRequestHistory

tab.TheRequestSummarywindowappears.

Figure:CancellinganApprovedTime-OffRequest.

Lesson

anagerFun

ctions

2. ClickCancelRequest.TheReasonforCancellationwindowappears.

Figure:ReasonforCancellation.

3. Enterareasonforcancellation,ifnecessary.ThecancellationisineffectafteryouselectCancelRequest.Aconfirmationmessagedisplays.

Figure:CancelRequestconfirmationmessage.

4. ThestatusoftherequestontheTimeOffRequestHistorytabischangedfrom“Approved”to“Cancelled”.

Figure:TimeoffRequestHistory.

5. Clickthecancelledrequesttoseeadetailedhistoryoftherequest.

Figure:History.

Lesson6:OtherM

anagerFunctions

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.

Lesson

anagerFun

ctions

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

Lesson6:OtherM

anagerFunctions

notifyyouandemployeeinformationcouldbeinadvertentlysharedwithotherswhoshouldnotseeit.BestpracticeistoneverchecktheAllowRe-delegationcheckbox.

6. ClickNexttodisplayasearchwindowforselectingtheuserwhowillbedelegatedthatassignmentgroup.

7. Inthesearchwindow,enteryoursearchcriteria.Youcanalsouseacharacterstring,thewildcardcharacter(*),oracombinationtoretrievealistofusersmatchingthecharactersyouenter.Ifyouareincludingawildcard,usetheMaxResultsfieldtolimitthenumberofdisplayedrecords.

Figure:SearchforDelegationRecipients.

8. ClickSearch.Awindowappearswiththeresultsofthesearch.

Figure:SearchResults.

9. Selectadelegate.

Lesson

anagerFun

ctions

10. ClickSelect.Aconfirmationmessageappearsthatindicatesasuccessfuldelegation.

Figure:StatusMessage.

Ifanydelegationsfail,astatusmessageappearslistingtheunsuccessfuldelegationsandwhytheyfailed.Forexample,adelegationcouldfailbecausetheassignmentgroupisalreadydelegatedtotheselecteddelegate.

11. ClickContinuetoreturntotheManageDelegationswindow.

CancellingorRevokingaDelegatedRoleOnceanownerhasdelegatedarole,thatownercanalsocancelthedelegation.

1. SelectSettingsèManageDelegationsintheintheDashboard.2. IntheManageDelegationsdialogbox,clickView/RevokeDelegations.

TheEnterSearchCriteriawindowappears.

Figure:EnteraSearchCriteria.

3. Enteryoursearchcriteria.

Lesson6:OtherM

anagerFunctions

Awindowappearsthatliststherolescurrentlydelegatedwithinyourassignmentgroups,alongwithyourroleforeachgroup.

Figure:Delegations.

4. Ifanassignmentgroupcontainsmorethanonedelegatedrole,clicktheExpandGroupbuttondisplayednexttotheAssignmentGroupnametoseeallofthedelegatedroles.

Figure:Delegations–AssignmentGroup.

5. IntheActionscolumn,selectthedelegationtobecancelled.

• SelectingRevokecancelsonlythedelegationappearinginasinglerow.

Figure:Actions–Revoke.

Lesson

anagerFun

ctions

• SelectingRevokeAll(ifshown)cancelsalldelegationsforthatassignmentgroup.

Figure:Action–RevokeAll.

Anewwindowappearslistingthedelegatedrighttobecancelled.

Figure:RevokeDelegatedRoles.

6. ChoosethedateonwhichtherevocationistobeineffectorselecttheRevokeImmediatecheckbox.

7. ClickConfirmtoproceedwiththecancellation.Amessageappearsverifyingthecancelleddelegation.

Figure:StatusMessage.

8. ClickContinuetoreturntotheDelegationswindow.

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.

Lesson

eneratingRe

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:

Lesson7:GeneratingReports

Figure:RunReportNow–Delivery.

• Exceltoview/printtheoutputinanExcelspreadsheet.• HTMLtoviewthereportinthebrowserwindowasawebpage.• PDFtoview/printtheoutputinAdobePDFformat.

7. ClickRunNowtoprocessthereport.EmpCenterdisplaysthereportinaseparatewindow.

Manager Functions Supervisor...TM02 Time and Attendance–Manager Functions s 10 Setting Date and...

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